Operations & Purchasing Support Specialist

Description

Grasten is seeking a detail-oriented, organized, and dependable Operations & Purchasing Support Specialist to assist with daily financial operations, payment processing, purchasing, inventory management, and administrative functions.

This position works closely with the Finance, Purchasing, Service, Installation, and Warehouse teams to ensure accurate financial records, timely payment processing, efficient purchasing procedures, and proper inventory tracking.

The ideal candidate is proactive, highly organized, comfortable working with financial data and multiple systems, and committed to maintaining accuracy while managing multiple responsibilities.

Finance & Payment Processing

• Process, record, and track customer payments, vendor payments, and financial transactions accurately and on time.
• Monitor customer accounts, outstanding balances, payment statuses, and pending transactions.
• Research and resolve discrepancies involving payments, invoices, account balances, and financial records.
• Apply payments to appropriate customer accounts and verify accurate recording in company systems.
• Communicate with customers, vendors, sales representatives, and internal departments regarding billing and payment inquiries.
• Maintain organized financial records and assist with account reconciliations, financial reporting, month-end closing, and audit requests.
• Access and manage retail partner portals to review transactions, submit documentation, process payments, and monitor account activity.
• Track retail partner deductions, chargebacks, credits, outstanding claims, and payment statuses.
• Follow up on outstanding transactions, missing documentation, and unresolved payment issues.

Purchasing & Vendor Coordination

• Create, update, and maintain purchase orders in Net Suite.
• Receive purchased items in Net Suite and ensure system records accurately reflect materials received.
• Monitor outstanding purchase orders and coordinate with vendors regarding pricing, delivery schedules, backorders, and order statuses.
• Review purchasing documentation for accuracy and compliance with company procedures.
• Support purchasing needs for the Service, Maintenance, Installation, and other departments.
• Research and resolve discrepancies between purchase orders, vendor invoices, and received materials.
• Maintain accurate purchasing records and communicate order updates to appropriate team members.

Inventory & Warehouse Support

• Assist with inventory counts, tracking, and maintaining accurate inventory records.
• Research discrepancies between physical inventory and Net Suite records.
• Prepare delivery tickets and support inventory fulfillment processes.
• Verify that materials allocated to jobs contain the correct items and quantities.
• Assist with scanning and processing item fulfillments in Net Suite.
• Monitor inventory transactions, including receiving, allocations, transfers, and fulfillments.
• Communicate inventory discrepancies and assist with resolving identified issues.
• Support inventory audits and maintain accurate warehouse documentation.

Administrative & Operational Support

• Collaborate with Finance, Purchasing, Service, Installation, and Warehouse teams to support daily business operations.
• Assist with operational projects, reporting, and process improvements.
• Identify opportunities to improve efficiency, strengthen recordkeeping, and reduce processing errors.
• Ensure assigned tasks are completed accurately and within established deadlines.
• Perform additional administrative, finance, purchasing, and operational duties as assigned.

Requirements

• Previous experience in finance, accounting support, accounts payable, accounts receivable, purchasing, inventory control, or administrative operations preferred.
• Experience processing payments, reviewing invoices, reconciling accounts, or maintaining financial records is a plus.
• Experience working with retail partner portals, vendor portals, or online payment systems preferred.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Experience with Net Suite or a similar ERP/accounting system preferred.
• Strong attention to detail with a commitment to accuracy.
• Excellent organizational, time-management, and multitasking skills.
• Strong analytical and problem-solving abilities.
• Ability to research discrepancies and follow issues through to resolution.
• Effective written and verbal communication skills.
• Ability to prioritize responsibilities, meet deadlines, and maintain accurate…