Supply Chain Specialist

About The Food Source International

The Food Source International, Inc. is a growing organization in Exton, PA committed to quality, efficiency, and strong supplier partnerships. We are seeking a motivated, detail-oriented Supply Chain Specialist to support purchasing, inventory tracking, supplier follow-up, and day-to-day material flow.

Summary/Objective

The Supply Chain Specialist is a detail-oriented, execution-focused professional responsible for the day-to-day operational tasks of purchasing and material flow. This role creates purchase orders, confirms deliveries, monitors inventory levels, and resolves daily supply issues. The Supply Chain Specialist ensures that materials arrive on time, receipts are accurate, and system data is clean.

Essential Functions

• Create, release, and maintain purchase orders (POs) in ERP system based on demand signals or direction from Buyer.
• Confirm order acknowledgements, pricing, and delivery dates with suppliers.
• Monitor open order reports and past-due deliveries; proactively communicate delays to production and planning.
• Work with master data team to maintain system accuracy of: lead times, MOQs, supplier part numbers, unit conversions etc.
• Track inventory levels against planned usage, min/maxes, or safety stock targets.
• Coordinate with warehouse and logistics on receipts and returns.
• Flag recurring supplier performance issues (late deliveries, quality defects) to Buyer for escalation
• Run daily operational reports (past due orders, inventory aging, expedite list)
  
  

Responsibilities/Skills/Abilities

• Executes POs accurately and efficiently based on procurement plans set by Buyer
• Has authority to adjust order quantities within approved parameters (e.g., up to min/max or 10% variance)
• Monitors supplier confirmation timeliness and follows up on unconfirmed orders
• Manages inbound material flow from order placement to warehouse receipt
• Supports Buyer with data gathering for supplier scorecards (e.g., on-time delivery %)
• Demonstrates strong organizational and time management skills across multiple purchase orders and suppliers
• Manages inventory levels, tracking stock, and ensuring the availability of materials.
• Ability to forecast demand and avoid stockouts or overstocking.
• Communicates clearly and promptly with internal stakeholders about order status changes
• Strong interpersonal skills to build relationships with suppliers, vendors, and internal teams.
• Proficient in using ERP systems, procurement software, and Microsoft Excel.
• Ability to adapt to new technology and improve the efficiency of procurement processes.
• Strong organizational and time management skills.
• Collaborates with the Quality and Food Safety teams to ensure all suppliers meet approved-vendor requirements and documentation standards (COAs, allergen, and certification records). *
• Supports traceability and product integrity by maintaining accurate supplier and material documentation. *
• *Denotes food safety responsibilities.
• The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.
  

Work Experience Requirements

• 1'3 years of experience in supply chain coordination, buying assistant, or procurement operations.
• Experience with vendor negotiations, inventory management, and supply chain optimization is preferred.
• Familiarity with ERP systems, procurement software, and data analysis tools is essential.
• Previous experience in industries such as manufacturing, retail, or distribution is beneficial.
  
  

Education/Knowledge Requirements

• Bachelor's degree in supply chain management, Business Administration, Logistics, or a related field is typically required.
• Certifications such as Certified Supply Chain Professional (CSCP) or Certified in Production and Inventory Management (CPIM) are highly desirable.
• Strong knowledge of procurement processes, inventory management, and logistics operations is essential.
  
  

Reports To: Supply Chain Manager-Procurement

Supervisory Responsibilities: None

Backup: Supply Chain Manager-Procurement/ Buyer/Supply Chain Specialist

Physical Requirements

• Work involves sitting most of the workday greater than 50% of the time. Walking and standing are required only occasionally.
• Typing and applying pressure with the fingers and palm required.
• The person in this position needs to occasionally move about inside the office to access, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• The ability to observe details at close range (within a few feet of the observer).
  
  

Work Environment/Hours

• The work environment: routine office setting.
• Full-time Office hours are typically 8:30-5:00pm, Monday-Friday with occasional overtime.
  
  

EEO: We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by the law.