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).

Work Environment
This role is primarily office based with prolonged periods of sitting and computer use

Travel Requirements

No travel is expected for this position

Physical Demands

The individual in this position will spend several hours sitting and using office equipment and computers, which can cause muscle strain. Occasional lifting of office supplies or inventory samples (up to 20 pounds) is expected.

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.