Purchaser & Claims Specialist

Description

Exhibit Concepts is seeking an organized, proactive Purchaser & Claims Specialist to join our Purchasing team. This role is primarily focused on purchasing and procurement activities, with additional responsibility for coordinating and managing claims.

Approximately 75–80% of the position will focus on purchasing, including raw materials, finished goods, production materials, office supplies, and other operational needs. The remaining 20–25% will support claims-related activities.

The ideal candidate will bring hands-on purchasing or procurement experience and the ability to independently manage multiple priorities in a fast-moving environment. Experience purchasing raw materials within a manufacturing or production environment is strongly preferred, but candidates with transferable purchasing experience will also be considered.

Prior claims experience is helpful but not required. Training and process guidance will be provided for the claims portion of the position.

This role primarily works remotely but requires bi-weekly onsite presence at our Vandalia facility for inventory activities, shop walkthroughs, training, and other business needs..

• Purchase raw materials, finished goods, production materials, office supplies, building maintenance items, and other products or services required by the business.
• Work closely with vendors and suppliers to ensure products and services are delivered accurately, timely, and cost-effectively.
• Negotiate with vendors and suppliers regarding pricing, quality, service, availability, and delivery expectations.
• Clearly communicate purchasing specifications and expectations to vendors.
• Issue and manage purchase orders with established costs, quantities, specifications, and delivery dates.
• Complete required purchasing documentation and maintain accurate supporting records.
• Monitor inventory levels and purchasing needs for production materials, office supplies, building maintenance, shipping and receiving, and other assigned categories.
• Maintain and update inventory records and supporting purchasing documentation.
• Apply materials used to appropriate job numbers within the job-costing system, including stock pulls.
• Maintain organized and current vendor, supplier, and subcontractor information, including pricing, product information, and supporting documentation.
• Develop working knowledge of raw materials and inventory requirements, including materials purchased or measured by square foot, linear foot, gallon, individual unit, or other applicable units of measure.
• Partner with the Design team to provide current material samples and product information.
• Work closely with Accounting to reconcile purchase orders with vendor invoices and assist with credit card reconciliation.
• Coordinate deliveries and pickups with internal team members, delivery drivers, subcontractors, vendors, and other stakeholders based on business priorities.
• Develop the knowledge necessary to provide backup support for raw-material purchasing and inventory activities.

• Review, investigate, document, and process claims in accordance with established company procedures.
• Gather and evaluate supporting information related to damages, losses, shortages, or other claim circumstances.
• Maintain complete and accurate claim documentation.
• Communicate with internal departments, vendors, external partners, and other applicable parties to facilitate claim resolution.
• Assist with negotiating and processing appropriate claim resolutions or settlements.
• Track open claims and follow through to ensure timely resolution.

The successful candidate will be a self-starter who enjoys staying busy, learning new information, and taking ownership of their work. This individual should be able to:

• Independently organize and prioritize multiple purchasing requests and changing priorities.
• Work effectively with limited day-to-day supervision.
• Retain detailed information regarding products, materials, inventory, vendors, and purchasing processes.
• Learn a broad range of raw materials, finished goods, and inventory items.
• Recognize priorities and respond appropriately to urgent purchasing needs.
• Work collaboratively within a highly supportive team environment.
• Communicate clearly and professionally with vendors, suppliers, internal departments, and business partners.
• Adapt quickly when priorities, timelines, or business needs change.
• Follow assignments through to completion and proactively escalates?
• Maintain strong attention to detail and accuracy.

• Purchasing or procurement experience within a manufacturing or production environment.
• Experience purchasing or managing raw materials and inventory, including lumber, wood products, MDF, plastics, acrylics, or similar materials.
• Experience supporting inventory replenishment, stock management, or material planning.
• Experience with Microsoft Dynamics 365 (D365) or another ERP/purchasing system.
• Experience…