Job Summary:
The Purchasing Associate is responsible for the accurate and timely processing of purchase orders and related purchasing activities for an assigned region. This position is highly administrative and detail-oriented, with a strong focus on data accuracy, order processing, vendor communication, documentation, and follow-up. The ideal candidate is organized, comfortable performing repetitive transactional work, able to manage a high volume of requests, and committed to accuracy and timely completion of tasks. This role supports the purchasing process rather than serving as a strategic sourcing or procurement position.
Supervisory Responsibilities:
Essential Job Functions:
- Create, process, and maintain purchase orders accurately and within established timelines.
- Review purchasing requests for completeness and accuracy before processing.
- Enter and maintain purchasing, vendor, item, pricing, and order information within company systems.
- Monitor open purchase orders and follow up with vendors regarding order status, availability, backorders, shipping, and expected delivery dates.
- Communicate order updates, delays, and purchasing issues to internal teams.
- Research and resolve discrepancies involving pricing, quantities, invoices, shipments, and purchase orders.
- Maintain accurate purchasing records and supporting documentation.
- Follow established purchasing procedures, approval requirements, and company policies.
- Coordinate with vendors and internal departments to ensure orders are processed and fulfilled correctly.
- Assist with vendor setup, documentation, pricing updates, and other administrative purchasing functions.
- Identify recurring order or vendor issues and escalate them appropriately.
- Maintain strong attention to detail while managing multiple requests and priorities.
- Perform other duties as assigned.
Experience & Qualifications:
- High School Diploma or GED required; associate or bachelor's degree preferred.
- Previous experience in purchasing support, order entry, administrative operations, logistics, inventory, customer service, accounts payable, or another high-volume transactional environment preferred.
- Exceptional attention to detail and data-entry accuracy.
- Ability to perform repetitive, process-driven work consistently and accurately.
- Ability to manage a high volume of transactions, requests, and follow-up items.
- Strong organizational and time-management skills.
- Strong written and verbal communication skills.
- Comfortable communicating with vendors and internal stakeholders regarding order status and discrepancies.
- Ability to follow established processes while recognizing when an issue requires escalation.
- Proficient in Microsoft Office and able to quickly learn ERP, inventory, and purchasing systems.
Physical Requirements:
- Prolonged periods of sitting, standing, walking, and talking on the phone, attending virtual online meetings, and working on a computer.
- Must be able to lift up to 15 pounds at times.
We are an equal opportunity employer that welcomes and encourages diversity in the workplace. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.