Purchasing Clerk

Description:

The Purchasing Clerk plays a vital role in supporting the procurement team by handling day-to-day purchasing activities, maintaining accurate records, and ensuring timely procurement of goods and services. This entry-to-mid-level position requires strong organizational skills, attention to detail, and the ability to collaborate with vendors, internal departments, and finance teams to keep operations running smoothly.

Essential Functions

• Process purchase orders (POs) and publish to suppliers using ERP or procurement software (e.g., SAP, Oracle, NetSuite, or Coupa).
• Source products and services from approved vendors, obtain quotes, and compare pricing to ensure cost-effectiveness.
• Track order status, follow up with suppliers on deliveries, and resolve delays or discrepancies.
• Verify receipt of goods/services against POs and coordinate with receiving and accounts payable for accurate invoicing.
• Maintain updated vendor files, including contact information, contracts, pricing agreements, and performance records.
• Monitor inventory levels for routine supplies and initiate reorders to prevent stockouts.
• Prepare regular reports on purchasing activities, spend analysis, and budget tracking.
• Assist in negotiating minor contracts or blanket orders under the guidance of senior procurement staff.
• Ensure compliance with company policies, budget constraints, and regulatory requirements (e.g., tax-exempt status, ethical sourcing).

Requirements:

Key skills and competencies of the position include, but are not limited to:

• Proficient in Microsoft Office Suite (especially Excel); familiarity with procurement software.
• Basic math skills for cost comparisons, budgeting, and invoice reconciliation- Clear written and verbal communication for vendor interactions and internal coordination.
• Ability to manage multiple tasks, prioritize deadlines, and maintain accurate records.
• Precision in data entry, order tracking, and compliance documentation.
• Collaborative mindset to work with cross-functional teams (sales, finance, operations, warehouse).

Qualifications, Education and Experience

• High school diploma or equivalent required.
• Associate’s or Bachelor’s degree in Business Administration, Supply Chain, Accounting, or a related field preferred.
• 1–3 years of experience in purchasing, procurement, administrative support, or a related role.
• Experience with ERP systems or procurement platforms is a plus.