What are the responsibilities and job description for the Purchasing Clerk position at Birk Manufacturing Inc.?
The Purchasing Clerk is responsible for supporting the day-to-day purchasing activities of Birk Manufacturing for bill of material items used in final product, production and office supplies, as well as any miscellaneous items needed to support the business. This entry-level position will assist with placing purchase orders, communicating with suppliers, tracking orders, entering purchasing and receiving information into the ERP system, and ensuring materials are received accurately and on time.
The ideal candidate is highly organized, detail-oriented, dependable, and comfortable communicating with both internal departments and outside suppliers. This position provides an opportunity to develop purchasing, supply chain, and manufacturing knowledge, with the potential to take on additional responsibilities in supplier sourcing, cost analysis, and vendor management as experience is gained.
Essential Functions:• Prepare and submit purchase orders to approved suppliers based on material requirements and internal requisitions/requests.
• Review purchase orders for accuracy, including quantities, pricing, part numbers, specifications, and requested delivery dates.
• Follow up with suppliers to obtain and verify order acknowledgements.
• Track open purchase orders and communicate changes or potential delays in ERP and to the appropriate departments.
• Enter purchase orders, receipts, supplier information, and other purchasing data accurately into the ERP system.
• Review packing lists and incoming materials received to ensure receipts are properly documented and information is correct within ERP.
• Work closely with Receiving, Supply Chain, Production, Engineering, Quality, and Accounting to resolve purchasing or material issues.
• Assist with resolving discrepancies between purchase orders, packing slips, receipts, and invoices.
• Monitor outstanding purchase orders and proactively follow up on past-due or late materials.
• Assist with maintaining accurate supplier and purchasing information in the ERP system.
• Support inventory and material requirements by helping ensure necessary components and supplies are ordered in a timely manner.
• Assist with obtaining quotes and pricing from suppliers as requested.
• As experience is gained, assist with identifying alternative suppliers, materials, or purchasing options to improve cost, quality, lead time, or availability.
Requirements:
Competencies:
1. Attention to Detail -Accurately enters purchase orders, receipts, quantities, part numbers, pricing, and delivery dates.
2. Organization - Keeps purchase orders, supplier information, and purchasing records organized and up to date.
3. Follow-Through - Consistently follows up on order acknowledgements, open POs, late deliveries, and outstanding issues.
4. Communication - Communicates clearly and professionally with suppliers and internal departments.
5. Reliability & Accountability-Takes ownership of assigned purchasing activities and ensures commitments are completed.
6. ERP/Data Entry Skills -Accurately enters and maintains purchasing and receiving information in the ERP system.
7. Time Management- Prioritizes purchasing needs and manages multiple orders and deadlines effectively.
8. Problem Solving- Identifies discrepancies, delays, shortages, or other purchasing issues and helps determine appropriate solutions.
9. Supplier Relations - Develops professional working relationships with suppliers and maintains consistent communication.
10. Manufacturing Awareness - Develops an understanding of Birk's products, materials, processes, and how purchasing impacts production.
11. Teamwork-Works effectively with Supply Chain, Production, Receiving, Quality, Engineering, Accounting, and other departments.
12. Learning Agility- Quickly learns new products, materials, suppliers, systems, and purchasing processes.
13. Cost Awareness - Understands that purchasing decisions impact material cost, inventory, lead time, and overall company profitability.
14. Resourcefulness - Willingness to research alternative suppliers, materials, or purchasing options as responsibilities grow.
15. Professionalism - Represents Birk professionally when communicating with suppliers and coworkers.
16. Continuous Improvement Mindset- Looks for opportunities to improve purchasing processes, reduce delays, improve communication, and increase efficiency.