Purchasing Clerk

The Purchasing Clerk is responsible for administrative and clerical support within the purchasing department. This includes preparing and processing purchase orders, maintaining procurement records, coordinating with suppliers, and ensuring accurate documentation throughout the purchasing and receiving workflow.

Key Responsibilities

• Purchase Order Management - Create purchase orders from requisitions; enter and maintain PO data in Business Central/ERP.
• Data Accuracy & Review - Verify pricing, quantities, item descriptions, and completeness of all purchase orders.
• Vendor Communication - Issue POs, confirm delivery dates, resolve shortages, overages, damaged or expired goods, and address late shipments.
• Receiving Documentation Matching - Match BOLs, packing lists, and receiving reports; report discrepancies and coordinate corrective action.
• Claims Processing - File and monitor vendor claims for damaged, short, over, or expired items to ensure timely resolution.
• Inventory & ETA Updates - Update ETA, inventory levels, and date changes in the ERP system.
• Product Meetings - Participate in product meetings to support scheduling and procurement planning.
• Customer Returns - Process customer returns and ensure proper documentation.
• Daily Incoming Item Communication - Email daily incoming item lists to internal teams.
• Sample Management - Request, organize, and track product samples from suppliers.
• Spreadsheet & Database Work - Maintain spreadsheets, reports, and databases for tracking and analysis.
• Administrative Support - Answer phones, prepare documents, maintain calendars, uphold filing systems, and process paperwork.
• Order Tracking & Expediting - Track PO status, expedite shipments when needed, and respond to inquiries regarding order changes or cancellations.
• Drop Shipments - Process drop shipments and ensure proper documentation flow.
• Additional duties may be assigned as the role grows.

Qualifications

• Minimum five years of Purchasing experience as a clerk, buyer, or purchasing support staff**.**
• Proficiency with Microsoft Office Suite, including intermediate Excel skills**.**
• Strong attention to detail, accuracy, and follow‑up skills.
• Effective written and verbal communication abilities.
• Strong problem‑solving and time‑management skills.
• Ability to multi‑task, prioritize, and manage high‑volume workloads.
• Team‑oriented with flexibility to support multiple departments.
• Experience with ERP systems (Business Central preferred).
• Ability to follow verbal and written instructions and learn purchasing procedures.
• Ability to type 40 WPM.
• A strong sense of urgency, initiative, and commitment to completing tasks.
• Well‑developed organizational skills and the ability to manage multiple demands effectively.

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Benefits:

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

Experience:

• Procurement: 4 years (Required)
• Purchasing: 4 years (Required)

Work Location: In person