Purchasing Specialist

Position Summary

We are seeking a detail-oriented and organized Purchasing Specialist to support our daily purchasing activities and help ensure products are ordered, received, and processed accurately.

The Purchasing Specialist will be responsible for creating purchase orders, obtaining vendor confirmations, tracking deliveries, expediting orders, resolving receiving and invoice discrepancies, and maintaining accurate records within our ERP system.

The ideal candidate enjoys working with data, communicating with suppliers, following up on open issues, and ensuring details are handled accurately from order placement through final receipt and invoice processing.

Key Responsibilities

Purchase Order Management

• Create and maintain purchase orders within the ERP system.
• Review purchasing requests and inventory requirements to support replenishment needs.
• Obtain and update supplier order confirmations, including pricing, quantities, and delivery dates.
• Monitor open purchase orders and follow up with suppliers on overdue or delayed shipments.
• Expedite critical orders as needed to support customer and operational requirements.
• Keep internal teams informed about order status, delays, shortages, and delivery updates.
• Maintain accurate purchasing records and documentation.

Supplier Communication

• Communicate regularly with suppliers regarding order status, confirmations, lead times, and shipment updates.
• Request pricing and availability information from suppliers when needed.
• Build positive working relationships with vendors through professional and timely communication.
• Escalate supplier concerns or recurring issues to management when appropriate.

Receiving & Invoice Support

• Assist in resolving discrepancies between purchase orders, receiving records, and vendor invoices.
• Work closely with Receiving, Accounting, and suppliers to investigate quantity, pricing, freight, and shipping issues.
• Help ensure purchasing transactions are processed accurately and completely.
• Follow issues through resolution and provide updates to affected departments.

Data Accuracy & System Maintenance

• Enter and maintain purchasing information within the ERP system.
• Review data for accuracy and completeness.
• Update vendor records, delivery dates, and order information as needed.
• Generate reports and assist with purchasing-related administrative tasks.
• Support inventory and purchasing projects as assigned.

Qualifications

• High school diploma or equivalent.
• 1 years of experience in an office, administrative, customer service, purchasing support, inventory, or related role preferred.
• Strong computer skills, including Microsoft Excel and general business software applications.
• Ability to learn new systems and processes quickly.
• Strong attention to detail and commitment to accuracy.
• Good organizational and time management skills.
• Effective verbal and written communication skills.
• Ability to manage multiple tasks and follow up on open items.

Preferred Qualifications

• Experience working with ERP software such as Oracle NetSuite.
• Previous experience in purchasing, inventory, customer service, receiving, or administrative support.
• Experience working in a distribution, manufacturing, or industrial environment.
• Familiarity with purchase orders, vendor communications, receiving, or invoice processing.

What Success Looks Like

A successful Purchasing Specialist keeps purchase orders accurate and up to date, obtains and tracks vendor confirmations, follows up on open orders, and helps resolve receiving and invoice discrepancies promptly.

They are dependable, detail-oriented, and proactive in following through on tasks. Information within the ERP system is accurate, suppliers receive timely communication, and internal teams can rely on current order status and delivery information. Most importantly, they demonstrate a willingness to learn, grow, and become a trusted member of the purchasing team.

Pay: $48,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $48,000 - $55,000