PURCHASING SPECIALIST

Description:

Key Responsibilities:

Procurement & Vendor Management

• Create and manage purchase orders (POs); monitor open items, long-outstanding POs, and delayed deliveries.
• Support accounts payable with PO/invoice/receiving (3-way) match confirmations.
• Assist with bid collection, vendor selection, and contract coordination for operations and purchasing.

Receiving Oversight

• Lead and support receiving personnel in the correct documentation of goods received.
• Serve as backup for receiving functions as needed.
• Ensure vendor paperwork is logged, submitted, and filed in a timely and accurate manner.

Financial & Operational Reporting

• Maintain and update financial tracking spreadsheets in Excel.
• Audit Dropbox folders to ensure vendor contracts and certificates of insurance (COIs) are properly stored and updated for the Preferred Vendor List.

Inventory & Supply Coordination

• Maintain catalog systems for cleaning and office supplies. Oversee purchasing of these supplies.
• Report monthly and quarterly chemical inventories for all plant locations.

Fleet & Equipment Support

• Track GPS for company fleet; ensure all vehicles are insured and registered.
• Review daily vehicle pre-inspection reports and notify management of maintenance needs.
• Oversee rental equipment invoicing, project durations, and rate tracking.
• Track owned equipment maintenance schedules, repairs, and damage reports.

Cross-Departmental Collaboration

• Coordinate with Operations, Regulatory, and Finance teams to support payment visibility, compliance reporting, and document management.
• Sort incoming mail, invoices and deliver to the appropriate teams.
• Assist with USPS, UPS, and FedEx as needed.
• Other duties as assigned.

Requirements:

Education, Experience & Skill Requirements

• High school diploma or GED required.
• 3–5 years of relevant experience in procurement, logistics, or operational support, ideally in manufacturing, industrial, or utilities environment.
• Strong understanding of PO systems, vendor communication, and invoice reconciliation processes3–5 years of relevant experience in procurement, logistics, or operational support, ideally in manufacturing, industrial, or utilities environment.
• Strong understanding of PO systems, vendor communication, and invoice reconciliation processes.
• Proven experience with receiving audits and inventory processes, especially for month- and quarter-end close.
• Ability to work with cross-functional teams across Finance, AP, Operations, and Regulatory departments.
• Proficient in Microsoft Excel; capable of preparing reports, dashboards, and vendor analysis.
• Familiarity with fleet tracking tools, equipment rental processes, and maintenance oversight.
• Experience with Dropbox, NetSuite, and other enterprise systems.
• Strong organizational skills, attention to detail, and ability to manage shifting priorities independently.