Purchasing Associate

Job Description

Job Description

The Purchasing Associate supports the day-to-day purchasing, order management, and logistics operations of Unika Vaev under the direction of the Director of Operations. This role is responsible for the accurate and timely placement of purchase orders, coordination of inbound shipments from domestic and international vendors, management of custom project requests, and ongoing communication with Customer Service to ensure order flow runs smoothly. The Purchasing Associate serves as a key operational link between vendors, the warehouse, and internal teams.

Key Responsibilities

Purchase Order Management

· Place purchase orders for back-ordered items promptly and accurately; process HON OEM package labels to accompany corresponding purchase orders.

· Conduct ongoing open purchase order follow-up with vendors; track expected ship dates and update line-item dates in NetSuite to reflect improvements, delays, or container-related changes.

· Notify Customer Service of updated expected ship dates as they are confirmed or revised, ensuring customer-facing communications remain accurate.

· Place manufacturing work orders in NetSuite and update with production completion dates as they are received.

Inbound Logistics & Shipment Coordination

· Create and track inbound cargos and shipments based on shipping information received from vendors and freight forwarders; log inbound cargo details into the warehouse tracking spreadsheet.

· Note inbound cargo numbers and expected arrival dates on each corresponding purchase order and sales order; update expected receipt dates on all open POs accordingly.

· Receive and track drop-shipments from vendors to customers; process freight quote requests as needed.

· File and track freight claims — both inbound and outbound — through to resolution.

Transfer Orders & Inventory

· Create and manage transfer orders to and from the Obsidian facility and the Dallas warehouse on a weekly basis.

· Process bin transfers within the warehouse as needed to maintain accurate inventory locations in NetSuite.

· Enter cycle counts and perform inventory reconciliations as directed; support broader inventory audit activities under the direction of the Director of Operations.

Customer Service Coordination

· Respond promptly to Customer Service inquiries related to purchasing, order status, vendor lead times, and shipment updates.

· Proactively communicate any changes affecting open orders — including vendor delays, closures, or fulfillment issues — to the appropriate Customer Service representative and the Director of Operations.

Qualifications

· Experience in a purchasing, procurement, or operations support role, preferably in a product-based or manufacturing environment.

· Proficiency with NetSuite or a comparable ERP platform; comfort with purchase orders, work orders, transfer orders, and inventory functions.

· Strong attention to detail with the ability to manage multiple open orders, shipments, and vendor communications simultaneously.

· Clear written and verbal communication skills; ability to work effectively with vendors, internal teams, and clients.

· Organized, self-directed, and comfortable operating in a fast-paced environment where priorities shift and follow-through is essential.