Purchasing & Logistics Support Specialist

Position Summary

We are seeking a detail-oriented and proactive Purchasing & Logistics Support Specialist to support our supply chain operations. This role is responsible for managing purchase orders, coordinating domestic and international shipments, and ensuring accurate documentation and inventory processing. The ideal candidate will serve as a key point of communication between vendors, carriers, and internal teams to ensure efficient and timely operations.

Key Responsibilities

Purchasing

• Create and manage purchase orders (POs) in the Sage system and distribute to vendors
• Review and confirm vendor order acknowledgments and resolve discrepancies
• Monitor open purchase orders and conduct weekly audits to ensure timely confirmations and delivery schedules
• Maintain communication with vendors regarding order status, delays, and product availability

Receiving & Inventory

• Process incoming shipments by organizing PO documentation and invoices
• Accurately receive goods into inventory using Sage (Receipt of Goods)
• Maintain organized records of completed, open, and backordered purchase orders
• Coordinate with the warehouse to ensure timely and accurate receipt of materials

Logistics Coordination

• Coordinate inbound and outbound shipments with vendors, carriers, and freight forwarders
• Arrange transportation and assist in resolving shipping or delivery issues
• Track shipments and monitor transit progress to ensure on-time delivery
• Provide regular updates to internal teams on shipment status, delays, and changes

International Shipping & Container Management

• Manage import shipments, including container tracking, documentation, and scheduling
• Prepare and maintain container listings and “boat files” with shipment details and estimated arrival dates
• Ensure all required documentation is completed and distributed prior to shipment arrival
• Coordinate with freight forwarders, carriers, and warehouse teams for delivery and receipt

Documentation & Communication

• Distribute invoices and shipping documentation to Accounting, Inside Sales, and Warehouse teams
• Prepare export documentation including Commercial Invoices and shipping instructions
• Maintain organized records for all shipment and purchasing documentation
• Act as a liaison between vendors, carriers, and internal departments to ensure clear, consistent communication

Air Freight & Special Shipments

• Coordinate and track air freight shipments as needed
• Ensure proper documentation and timely communication for expedited or urgent shipments

Office Support

• Manage procurement of office supplies in accordance with company procedures

Qualifications

• 3 years of experience in purchasing, logistics, or supply chain support
• Experience with ERP systems (Sage preferred)
• Strong organizational skills and attention to detail
• Excellent communication and interpersonal skills
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office (Excel, Outlook, Word)

Key Competencies

• Strong problem-solving and follow-up skills