Purchasing Specialist

Purchasing Specialist

This role supports a midsize distribution firm by managing imports, purchase orders, inventory replenishment, vendor communication, shipment tracking, and ERP transactions in a fast-paced distribution environment. The Purchasing Specialist ensures accurate and timely purchasing activities, maintains continuity of supply, and provides clear visibility of inbound shipments and inventory status to internal stakeholders.

Responsibilities

• Review inventory levels and run reports to determine appropriate purchase order release quantities.
• Align purchase order releases with demand trends, customer forecasts, and production needs to maintain optimal stock levels.
• Maintain accurate purchase order data from creation through receipt, ensuring all information is current and correct.
• Monitor open purchase orders, identify delays or issues, and escalate concerns when necessary to maintain continuity of supply.
• Coordinate with vendors on product availability, lead times, and product readiness to support reliable replenishment.
• Track vendor delivery commitments and follow up regularly to keep orders on schedule.
• Support vendor onboarding by confirming product details and ensuring accurate vendor and item setup in the system.
• Assist in managing the direct import process by supporting documentation flow and coordinating with freight forwarders.
• Track inbound shipment status, including inbound freight, container schedules, and shipment milestones, and provide accurate visibility to internal departments.
• Assist with non-stock purchases by confirming vendor details, tracking shipment timelines, and escalating delays or issues to the Purchasing Manager.
• Assist with import documents, shipment details, and required filings to support compliant and timely imports.
• Enter, maintain, and track purchase orders from creation through receipt in the ERP system.
• Monitor open purchase orders and assist in releasing quantities based on inventory targets and operational needs.
• Expedite urgent or delayed orders to prevent stockouts and maintain service levels.
• Collaborate with vendors and the Purchasing Manager on pricing, ship dates, and quantity changes to optimize cost and availability.
• Coordinate with receiving to verify quantities of received items, build shipping receivers, and post receipts to inventory.
• Maintain accurate shipment and arrival information in Acumatica or other ERP systems.
• Help resolve discrepancies between purchase orders, packing lists, and inventory records by investigating and correcting data.
• Leverage ERP and reporting tools to support demand planning, replenishment analysis, and purchasing decisions.
• Communicate effectively with internal teams such as warehouse, logistics, and customer service to share updates on inbound shipments and inventory status.

Essential Skills

• 3+ years of experience supporting import logistics and shipment tracking preferred.
• Experience with inventory control, inventory management, and order management in a distribution or warehouse environment.
• Hands-on experience with ERP systems such as Accumatica, Net Suite, or Net Stock, including purchase order entry and maintenance.
• Proficiency in vendor management, including communication on availability, lead times, and delivery commitments.
• Strong skills in purchase order administration from creation through receipt.
• Working knowledge of warehouse operations and inbound receiving processes.
• Experience with international shipments and inbound logistics, including documentation and coordination with freight forwarders.
• Proficiency in Microsoft Excel, including VLOOKUP and pivot tables, to run reports and analyze data.
• Ability to use Power BI or similar tools for reporting and analysis related to purchasing and inventory.
• Strong analytical skills to interpret demand trends, customer forecasts, and production needs for replenishment decisions.
• Attention to detail and accuracy when maintaining PO data, shipment information, and inventory records.
• Effective written and verbal communication skills for interacting with vendors and internal teams.
• Ability to manage multiple open purchase orders and prioritize tasks in a fast-paced environment.

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