Purchasing Assistant​/Expeditor

About Us

Clayton Controls is a premier provider of automation solutions, specializing in motion control, robotics, machine vision, and industrial automation components. With a commitment to innovation and technical expertise, we help manufacturers and integrators improve efficiency, precision, and productivity. Our team partners with industry-leading suppliers to deliver customized solutions that meet the evolving needs of modern automation.

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Responsibilities & Qualifications

Key Responsibilities Part Number & Item Maintenance

• System Data Entry:
  Create and set up new part numbers accurately in the company system.
• Pricing & Supplier Updates:
  Update existing part numbers with current pricing and vendor information.
• Item Maintenance:
  Complete all required item maintenance and part setup details.
• Data Verification:
  Verify that part numbers, descriptions, units of measure, purchasing information, and related system data are completely accurate.
• Modifications & Quality Control:
  Maintain existing item information, make required modifications, and thoroughly review part setups for accuracy before they are used for purchasing, planning, or production.
  Bill of Material (BOM) Management
• BOM Maintenance:
  Create, maintain, and modify Bills of Materials accurately and in a timely manner.
• Line-Item Verification:
  Ensure all BOM lines match the correct parts, quantities, and items being purchased or manufactured.
• Auditing:
  Review BOMs to eliminate missing, incorrect, or duplicate information.
• Operational Alignment:
  Verify that BOM requirements align seamlessly with purchasing and production needs
• Subject Matter Expert: Become highly proficient in BOM setup and maintenance to serve as the company's reliable resource for BOM accuracy.

Purchasing Support & Order Status

• Procurement Assistance:
  Assist with daily purchasing activities and systematically follow up on purchased parts.
• Order Tracking:
  Verify the status of outstanding purchase orders (POs) and purchased materials to confirm expected delivery dates.
• Proactive Communication:
  Identify and communicate potential shortages, late deliveries, or other supply issues before they impact production.
• Dispute Resolution:
  Partner with vendors and internal team members to quickly resolve delivery concerns or discrepancies.

Open PO & Planning Report Management

• Daily Report Reviews:
  Regularly review the open purchase order report daily to secure on-time delivery.
• Expediting Late Orders:
  Identify past due, late, or potentially delayed purchase orders and follow up with the buyer accordingly.
• Planning Reports:
  Review planning reports provided by team members to guarantee all production schedules remain on track.

Status Updates:

Maintain accurate status information in the system and elevate exceptions or critical concerns to the appropriate team

Estimating, RFQ Analysis & Proposals

• Build Bills of Materials (BOMs):
  Review customer RFQs (Requests for Quote), technical drawings, and wiring diagrams to generate detailed Bills of Materials in a standard format used by the purchasing team for costing.
• Calculate Labor & Engineering
  
  Hours:
  
  Work closely with the engineering team to estimate assembly, wiring, testing, programming, and engineering hours required for panel fabrication.
• Prepare Formal Proposals:
  Collaborate with the engineering team to create clear, comprehensive quote letters, pricing breakdowns, and delivery schedules to submit to clients

Systems Maintenance & Cross-Functional Collaboration

• Maintain Systems:
  Input and update quote data, pricing histories, and project details in our RFQ tracking, ERP, and/or CRM systems.
• Cross-Functional Collaboration:
  
  Partner with Sales, Engineering, and Shop Floor supervisors to clarify scope gaps and review actual job costs against…