Job Summary
The Purchasing Associate supports the purchasing and procurement activities of the organization by sourcing products and materials, processing purchase orders, coordinating with suppliers, monitoring deliveries, and maintaining accurate purchasing records. This role works closely with vendors and internal departments to ensure materials and supplies are available when needed, at competitive prices, and according to required quality standards.
Key Responsibilities
- Prepare, issue, and track purchase orders based on approved purchasing requirements.
- Communicate with suppliers regarding pricing, availability, lead times, order status, and delivery schedules.
- Obtain and compare supplier quotations to support cost-effective purchasing decisions.
- Follow up on open purchase orders and expedite delayed or urgent orders when necessary.
- Coordinate with receiving, warehouse, operations, and other departments to resolve purchasing and delivery issues.
- Verify purchasing information, including quantities, pricing, specifications, and delivery requirements.
- Maintain accurate supplier, pricing, purchase order, and purchasing records.
- Assist with identifying and evaluating new suppliers and sourcing alternatives.
- Monitor supplier performance related to quality, pricing, responsiveness, and on-time delivery.
- Help resolve discrepancies involving invoices, purchase orders, quantities, pricing, or damaged/incorrect goods.
- Support inventory planning by communicating shortages, long lead times, and potential supply risks.
- Assist with negotiating pricing, payment terms, freight arrangements, and other purchasing terms within assigned authority.
- Maintain professional relationships with suppliers while supporting company purchasing policies and procedures.
- Prepare purchasing reports and provide updates on outstanding orders, costs, and supplier performance.
- Perform other purchasing and administrative duties as assigned.
Qualifications
- High school diploma or equivalent required; associate or bachelor’s degree in Business, Supply Chain, Procurement, or a related field preferred.
- 1–3 years of purchasing, procurement, supply chain, inventory, or related experience preferred.
- Strong organizational skills and attention to detail.
- Effective written and verbal communication skills.
- Ability to manage multiple priorities and follow through on time-sensitive orders.
- Basic understanding of purchasing, inventory, and supply chain processes.
- Strong problem-solving and analytical skills.
- Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
- Experience with ERP, purchasing, or inventory management systems is preferred.
- Ability to build effective working relationships with suppliers and internal teams.
Key Competencies
- Attention to detail
- Organization and follow-through
- Vendor communication
- Negotiation
- Cost awareness
- Problem-solving
- Sense of urgency
- Accountability
- Teamwork
- Data accuracy and recordkeeping
Performance Expectations
Success in this position may be measured by:
- Purchase order accuracy
- On-time delivery performance
- Responsiveness to purchasing requests
- Reduction of shortages and purchasing-related delays
- Supplier performance
- Cost savings and cost avoidance
- Accuracy of purchasing records
- Timely resolution of order and invoice discrepancies
- Effective communication with suppliers and internal departments
Physical/Work Requirements
This position primarily operates in an office environment but may require occasional interaction with warehouse, receiving, or production areas. The employee may occasionally be required to stand, walk, bend, or lift materials consistent with the needs of the workplace.
Pay: $75,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
