Purchasing & Inventory Specialist

Purpose

The Purchasing & Inventory Coordinator supports the facility by maintaining accurate inventory records, preparing and tracking purchase orders, coordinating with vendors, and ensuring approved supplies are available when needed. This is primarily a computer-based administrative and inventory-control position with routine physical inventory counting and receiving verification.

Core Responsibilities

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Maintain accurate inventory records using company inventory, purchasing, ERP, or spreadsheet systems.

• Perform routine physical inventory counts and cycle counts and reconcile discrepancies.

• Monitor stock levels and identify items that need to be reordered based on established inventory levels.

• Work with department leaders to identify upcoming supply needs and communicate shortages or inventory concerns.

• Prepare purchase orders and purchase requests for management approval.

• Obtain vendor quotes, pricing, availability, freight costs, and lead times as needed.

• Place approved orders and track purchase orders through delivery.

• Proactive Communication with vendors regarding order status, backorders, substitutions, delays, and delivery dates by phone, email, text, or other methods as needed to maintain strong relationships with vendors

• Receive and verify deliveries against purchase orders and packing slips and report any discrepancies.

• Maintain organized inventory, receiving records, vendor information, pricing, invoices, credits, and purchasing documentation.

• Coordinate with accounting on invoice matching, cost-center coding, credits, and documentation questions.

• Coordinate approved returns, exchanges, warranty claims, and RMAs.

• Provide management with inventory, open-order, purchasing, and spending information as requested.

• Identify potential cost savings or purchasing efficiencies and provide recommendations to management.

• Follow established purchasing procedures and approval limits and escalate significant purchasing or vendor issues to management.

Preferred:

• Two or more years of experience in purchasing support, inventory control, receiving, supply coordination, administrative operations, or a similar position.

• Experience using an ERP, computerized inventory-management system, purchase-order platform, or inventory spreadsheet system.

• Professional communication skills when working with vendors, accounting, management, and department leaders.

• Ability to manage multiple orders, inventory items, and deadlines.

• Strong computer and data-entry skills, including Microsoft Excel, Word, and Outlook.

• Proficient with Microsoft Excel, this will be used on a daily basis.

• Experience working in cannabis, manufacturing, agriculture, distribution, or another regulated business environment is preferred but not required.

Competencies:

• Business Acumen

• Communication Proficiency

• Ethical Conduct

• Leadership

• Relationship Management

• Personal Effectiveness/Credibility

Work Environment:

This position operates primarily in an office and inventory-control environment using computers, spreadsheets, inventory systems, phones, scanners, and other standard office equipment. The employee will periodically enter receiving, storage, and other facility areas to count inventory, verify deliveries, inspect shipments and confirm material locations. These areas can be hot, humid, and outdoors when receiving shipments.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk and hear, sit, stand, walk, use hands or feet, reach with hands and arms and may be required to lift a minimum of 50 pounds regularly.

Position Type and Expected Hours of Work:

This is a full-time position. This position regularly requires long hours and frequent weekend work.

Travel:

This position does not require travel.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

TRP is an Equal Opportunity Employer:

TRP is proud to be an equal opportunity employer and is committed to creating a diverse and inclusive environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, ancestry, age, marital status, sexual orientation, gender identity, disability, veteran status or any other classification protected by law.