What are the responsibilities and job description for the Purchasing Associate position at Langham Logistics, Inc?
The Purchasing Associate will assist the Senior Accounting Manager to ensure all purchases comply with company policies and procedures, reviewing & approving incoming purchase orders for accuracy and completeness, comparing approved purchase orders to budget, variance analysis reporting and identifying potential cost-saving opportunities.
The Purchasing Associate will also review and analyze processes for improvements within the department. While various responsibilities, activities, and tasks performed in the accounting department are assigned to specific individuals, daily responsibilities may shift from time to time as requested by the Senior Accounting Manager. The ability to work within a team environment is critical.
Key Outcomes Expected
- Ensure all purchases comply with company policies, procedures, and approval workflows
- Maintain accurate and complete purchasing documentation for audit readiness.
- Maintain user approval mapping within Acumatica Purchasing Module and escalate inconsistencies or gaps proactively.
- Train team members on proper use of the Acumatica Purchasing module, including workflows, receipt processes, and three-way match requirements.
- Partner with Accounting to ensure PO, receipt, and AP invoice alignment during month-end close.
- Monitor and correct incomplete or stalled purchase order, receipts and AP match exceptions.
- Prepare PO Reporting including monthly variance analysis to Budget
- Track purchases against budget, alerting stakeholders early to overruns or emerging cost trends.
- Provide purchasing dashboards or summary views for Leadership and FP&A as requested.
- Conduct periodic spend analysis by vendor, category, and cost center to drive savings or compliance improvements.
- Collaborate with Accounting, Warehouse Ops, IT, Quality, and Facilities to support purchasing needs tied to operations, projects, or capital expenditures.
- Support the Finance team during budget season with historical purchasing data and trend analysis.
- Work closely with AP to resolve discrepancies between POs, receipts, and invoices.
- Maintain approved vendor lists, ensuring vendors meet compliance and documentation requirements (W-9s, COIs, contracts).
- Assist in vendor onboarding and updates within Acumatica.
- Identify potential cost-saving opportunities through vendor consolidation, contract negotiation support, or identifying alternative suppliers.
- Monitor vendor performance and escalate issues related to quality, service, or pricing.
- Identify opportunities to streamline purchasing workflows and recommend improvements.
- Improve cycle time for requisition-to-PO issuance.
- Maintain SOPs for purchasing processes and ensure internal users follow.
- Assist with system enhancements, testing, and data validation for ERP improvements or new module rollouts.
Critical Skills and Knowledge
Demonstrates the following:
- Advanced knowledge of GAAP
- Advanced knowledge of accounting systems such as Acumatica or similar
- Effective financial analysis skills, problem solving, and decision-making skills.
- Excellent verbal and written communication skills; able to communicate in a timely, professional, and effective manner with internal and external stakeholders.
- Proactive in anticipating and alerting others to potential issues or risks in
- Excellent organizational skills with high attention to detail and accuracy.
- Strong analytical coupled with the ability to manage competing priorities and deadlines effectively.
. - Proficiency in Excel and Microsoft Office systems.
- Upholds the highest standards of integrity, professionalism, and confidentiality.
Has the ability to:
- Read and interpret financial statements and reports.
- Gather, evaluate, and synthesize data to develop well-supported conclusions.
- Prioritize, multitask and manage competing requests while consistently meeting deadlines.
- Deliver exceptional customer service with professionalism and effective conflict resolution skills.
- Work effectively both independently and collaboratively within a team environment.
- Train, support, and guide staff on accounting processes, procedures, and best practices.
- Take initiative, operate with sound judgment, and perform effectively with minimal supervision.
Education and Experience
- Bachelor’s in business administration, Supply Chain Management, Finance, Accounting or related field preferred.
- 2-4 years of experience in purchasing procurement, supply chain, or accounts payable.
Physical Demands and Work Environment: Must be able to work proficiently with computers and other office equipment. Will sit at workstation 90% of time. Work is performed in an office environment.
Disclaimer: This job description is not intended to be all-inclusive. This position may be required to perform other related duties assigned to meet the ongoing needs of the organization. Langham reserves the right to modify job descriptions and expectations as business demands evolve.