Food Manufacturing Purchasing Assistant

Location: New York

About UsGreen Top Farms is a New York-based food service company specializing in farm-fresh meals for enterprise workplace dining and corporate catering. We partner with leading companies to deliver elevated daily dining and hospitality experiences, using seasonal ingredients and thoughtful operations to create consistent, high-quality service  mission is to build a more sustainable and equitable food system, starting by reconnecting consumers and local farmers.

We believe the results of strengthening that connection are better nutrition, tastier food, greater social justice, and reduced environmental impacts. Our menus reflect this attention to bringing nutritious, delicious food to those who need it most.

Position Summary The Purchasing Coordinator is responsible for supporting purchasing, accounts payable, inventory receiving, and administrative functions to ensure efficient supply chain operations. This role serves as a key liaison between vendors, warehouse operations, and accounting by managing invoice processing, purchase order preparation, inventory receiving, and task coordination. The Purchasing Coordinator is expected to maintain accurate records in Fishbowl and Ottimate, proactively communicate with internal stakeholders, and support the Purchasing Manager in ensuring timely product availability and operational excellence.

Success in this role requires strong attention to detail, organizational skills, problem-solving abilities, and a commitment to maintaining accurate purchasing and inventory data.

Responsibilities Invoice & Accounts Payable Management (35%)Receive and enter vendor invoices accurately into Fishbowl (FB), ensuring correct item details, quantities, and pricing

Scan all invoices into Ottimate for processing and approval

Maintain Ottimate hygiene by regularly clearing out "Needs Attention" items and approving invoices in a timely manner

Collaborate with MAS (accounting) to ensure all invoices are received and entered before month-end close

Reconcile invoice discrepancies with vendors and internal teams as needed

Purchasing & Order Management (25%)Review pick tickets for accuracy and identify items missing from the picks

Place orders for missing items while exercising judgment to avoid ordering items that are not needed; all orders require Purchasing Manager approval prior to submission

Prepare purchase orders (POs) with correct item details, quantities, and vendor information, and submit to the Purchasing Manager for review and approval before placing with vendors

Monitor order status and follow up with vendors on delayed or incomplete deliveries

Receiving & Inventory Support (25%)Accurately receive incoming inventory in Fishbowl Verify shipments against purchase orders and report discrepancies or damages to the Purchasing Manager Task Management & Communication (5%)Manage assigned tasks in Asana and complete them by their due dates

Proactively communicate with the Purchasing Manager when tasks are at risk of becoming overdue, including the reason for the delay and a revised timeline

Support the onboarding and training of new team members, particularly on receiving procedures and Ottimate workflows

General Support (10%)Assist with item replacements and substitutions when products are unavailable

Perform additional duties as assigned by the Purchasing Manager to support purchasing and warehouse operations

Required Qualifications 2+ years of experience in food production, warehouse operations, or commissary expediting environments

Experience coordinating across multiple departments or operational teams

Ensures accuracy when processing invoices, purchase orders, receiving inventory, and maintaining system records.

Strong understanding of inventory control processes, including scanning, tracking, and system accuracy

Proficiency with production reporting tools and spreadsheets

Excellent communication and organizational skills

Ability to problem-solve under pressure and adapt to shifting priorities throughout the dayA commitment to personal accountability and continuous learning

Comfortable working in purchasing, inventory, and accounts payable systems such as Fishbowl, Ottimate, Asana, and Microsoft Office/Google Workspace.

Preferred Qualifications Experience in enterprise workplace dining, catering, or high-volume food service operations

Familiarity with inventory management systems (Fishbowl or similar preferred)

Experience with project management or task tracking tools (Asana preferred)
Role Details

Title:

Purchasing Assistant Job Type: Full-time, On-site

Schedule:

Monday through Friday

Reports to:

Purchasing Manager Pay: $26.00/hour
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