Purchasing Confirmations Specialist

Position Summary

The Confirmation Specialist is responsible for providing administrative and operational support through the coordination, verification, and confirmation of customer orders, project details, schedules, and related documentation. This role serves as a key communication point between purchasing and other internal teams to ensure accuracy, timely follow-up, and a high level of customer service.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

• Review and confirm customer orders, project details, and related documentation for accuracy and completeness
• Communicate with vendors, and internal teams regarding order status, scheduling, and required follow-up items
• Maintain and update data within the ERP system, and internal tracking systems
• Coordinate confirmations related to shipments, delivery schedules, appointments, or service activities
• Prepare and distribute confirmation emails, reports, spreadsheets, and supporting documentation
• Identify discrepancies or missing information and proactively resolve issues with appropriate stakeholders
• Support administrative processes including document filing, data entry, record maintenance, and reporting
• Assist with scheduling, coordination, and tracking of operational activities as needed
• Provide timely responses to inquiries
• Ensure compliance with company procedures, documentation standards, and communication expectations
• Support continuous improvement initiatives to improve administrative efficiency and accuracy

Qualifications

• High school diploma or equivalent required; associate degree preferred
• 1-3 years of administrative, customer service, coordination, or office support experience preferred
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Ability to prioritize tasks and manage multiple responsibilities simultaneously
• Proficient in Microsoft Office Suite, including Excel, Outlook, and Word
• Experience with ERP systems preferred
• Ability to work independently while collaborating effectively with cross-functional teams

Work Environment

• Primarily office-based role
• May require extended computer and phone use throughout the day
• Occasional coordination with warehouse, manufacturing, or operational teams depending on business needs

Success Measures

• Accuracy of confirmations and documentation
• Timeliness of communication and follow-up
• Responsiveness to customer and internal requests
• Administrative efficiency and organization
• Ability to support smooth operational execution across teams

Compensation between $23 to $25 per hour.