Purchasing Specialist 1

Job Summary

The Purchasing Specialist is responsible for providing administrative support to the production & scheduling functions ensuring that procurement activities are carried out efficiently and accurately. This role involves processing purchase orders, maintaining purchasing records, and coordinating with suppliers to ensure timely delivery of goods and services. The Purchasing Specialist will work closely with the production team and other departments to support smooth operations and maintain accurate inventory levels. This individual will report to the Scheduling & Procurement Manager.

Major Job Functions

• Source and procure raw materials, ingredients, and packaging to support production schedules while maintaining optimal inventory levels and minimizing material expiration
• Create and process purchase orders (POs) based on approved requisitions
• Maintain accurate purchase orders and ensure timely deliveries, communicating with suppliers to ensure contracted prices are on order acknowledgments.
• Input order information on logistics Inbound Log to schedule pickups for purchase orders
• Generate BOLs for intra-plant Stock Transport Orders
• Track and execute purchase order confirmations while verifying and ensuring adherence to supplier lead times.
• Follow up with vendors regarding order status, delays, or discrepancies
• Maintain positive relationships with suppliers to ensure reliable service
• Monitor inventory levels and coordinate with production and planning department to ensure upcoming production schedule is covered.
• Coordinate with warehouse staff to confirm the receipt of goods and resolve any discrepancies
• Generate Stock Transport Orders (STOs) for plant-to-plant transfers on Raw Materials depending on stock levels and production schedule/planning.
• Proactively report product and material availability concerns
• Maintain accurate and up-to-date purchasing records, including invoices and delivery notes
• Prepare reports on purchasing activities, order status, and vendor performance
• Assist in resolving invoice discrepancies and processing returns when necessary
• Collaborate with the quality assurance and R&D teams for supplier approval for food grade standards
• Communicate with Corporate Purchasing Group on a weekly basis on plant specific projects and raw material updates.
• Assist the production team with data entry, filing, and other clerical tasks
• Respond to internal inquiries regarding order status and product availability
• Support the implementation of new purchasing procedures and systems

Required Skills/Abilities/Education

• 2 years’ procurement experience in manufacturing, Food manufacturing preferred.
• Excellent communication skills

• Strong commitment to food safety

• Steady level of attention to detail and commitment to follow through
• Experience with Microsoft (Excel & office suite), SAP, and other computer software as needed.
• High school diploma or equivalent; an associate’s degree or certification in supply chain management or business is a plus.