Purchasing Specialist

Purchasing Specialist
Location: DataEndure, SANTA CLARA, CA, US
Employment Type: Full Time – Hybrid
Compensation range: $70,000 To $85,000 Annually

We are seeking a detail-oriented Purchasing Specialist to manage the end-to-end procurement lifecycle for IT hardware, software, subscriptions, managed services, and project-related vendor purchases. This role serves as a key link between Sales, Solutions Architecture, Finance, distributors, OEMs, and customer procurement portals. The Purchasing Specialist will create and monitor purchase orders in Microsoft Dynamics 365 Business Central, coordinate vendor and customer portal documentation, track receipts and shipments, support invoice reconciliation, and help maintain clean procurement records while supporting timely customer delivery.

Key Responsibilities:

• Procurement Execution: Validate vendor costs and item details against sales quotes and process purchase orders in accordance with approved internal purchasing procedures.
• Vendor & Portal Coordination: Maintain effective working relationships with OEMs, distributors, vendors, and customer procurement contacts while managing procurement documentation and transaction support through vendor portals. Responsibilities include PO acknowledgments, order changes, attachments, ship notices, issue resolution, and invoice-support documentation.
• PO Lifecycle & Reporting: Monitor open purchase orders, expected receipt dates, backorders, partial receipts, and fully received / fully invoiced orders; maintain clean purchasing reports and escalate exceptions that may affect billing, inventory, or project delivery. Collaborate with technical teams to ensure timely delivery for client implementations and professional services.
• Margin & Cost Accuracy: Validate vendor costs, freight, tax treatment, discounts, rebates, special pricing, and purchase documentation against sales quotes and customer orders to help protect project margins.
• Dispute Resolution: Reconcile purchase orders, invoices, and shipping discrepancies. Address and resolve damaged or incorrect deliveries with vendors.
• Managed Services & Recurring Orders: Support purchasing workflows for managed services, subscriptions, renewals, monthly/annual billing arrangements, and recurring cost items, ensuring correct quantities, item setup, posting groups, vendor costs, and supporting documentation.
• Cross-Functional Coordination: Partner with Sales, Solutions Architecture, Finance, Billing, and Inventory teams to ensure purchase orders, vendor invoices, customer billing, receipts, costs, and project requirements are aligned before orders are released, received, or invoiced.
• Business Central Procurement Administration: Create, maintain, and monitor purchase orders, vendor records, item setup, receipts, invoices, and procurement-related reports in Microsoft Dynamics 365 Business Central, ensuring accurate status tracking from order entry through closeout.
• Process Documentation & Continuity: Maintain purchasing procedures, checklists, portal instructions, vendor-specific notes, and cross-training materials to support continuity and backup coverage.

Experience and Skills:

• Experience: 2-5 years of purchasing, procurement, or supply chain experience, preferably within the IT channel, a VAR, or a technology-driven sales organization.
• IT Channel / VAR Experience: Familiarity with OEMs, distributors, partner programs, deal registration, special pricing, renewals, subscriptions, and customer-driven purchasing requirements.
• ERP & Office Suite Experience: Hands-on experience with Microsoft Dynamics 365 Business Central or a comparable ERP system; experience with purchase orders, receipts, vendor cards, item records, and purchasing reports preferred.  Strong Excel skills for reporting, reconciliation, and purchasing analysis preferred.
• Communication: Excellent written and verbal communication skills for corresponding with external vendors and internal stakeholders.
• Accounting Awareness: Ability to understand how purchasing activity affects vendor invoices, customer billing, receipts, COGS, accruals, deferrals, and month-end cleanup.

Why work with us:
We offer a fast-paced, collaborative, and innovative environment where your purchasing accuracy and vendor coordination directly impact our ability to deliver technology solutions to our clients. We provide competitive salaries, comprehensive benefits, and opportunities for career growth within the tech sector.

We are an Equal Opportunity Employer. All qualified applicants receive consideration for employment without regard to race, ethnicity, religious affiliation, gender, gender identity or expression, sexual orientation, national origin, or disability status. EOE AA M/ F/Vet/Disabled
 

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