Purchasing Clerk

Job Description

Job Description

General Summary:

The Purchasing Clerk provides administrative and transactional support for purchasing operations to ensure accurate and timely processing of procurement activities. This role is responsible for processing purchase requests, maintaining ERP system accuracy, supporting purchasing transactions, and managing vendor and purchasing data within systems such as SAP. The Purchasing Clerk works closely with the Purchasing Agent and internal teams to ensure accurate documentation, support material flow, and maintain efficient day-to-day purchasing operations.

Essential Functions:

• Processes purchase requests and enters purchasing transactions into ERP systems accurately and in a timely manner
• Processes non-inventory purchasing activities, including office supplies, services, and miscellaneous operational purchases
• Verifies goods receipts and validates received materials (system and physical confirmation) to ensure alignment with purchase orders and deliveries
• Sets up new vendors in ERP systems and maintains accurate vendor records and documentation
• Processes corporate purchasing card (Amex) transactions, including reconciliation and documentation
• Updates pricing and purchasing data in ERP systems to maintain accurate system information
• Initiates RMAs (returns) and processes return documentation, coordinating with vendors and internal teams
• Maintains purchasing records, documentation, and files in accordance with company standards
• Maintains ERP data accuracy by ensuring all purchasing transactions and updates are properly recorded
• Assists with purchase order processing and execution by entering data, updating records, and supporting transaction accuracy
• Assists with supplier communication and follow-up activities by supporting information exchange and documentation
• Supports inventory and warehouse coordination by ensuring accurate documentation and system updates for material transactions, and prepares ad hoc reports, data entry summaries, and information requests as needed to support purchasing operations

REQUIRED SKILLS, EDUCATION AND PROFESSIONAL EXPERIENCE:

• ERP System Management and Data Accuracy , maintaining accurate purchasing transactions, vendor records, pricing updates, and documentation within ERP systems such as SAP
• Purchase Request and Transaction Processing , processing purchase requests, non-inventory purchases, and related transactions accurately and efficiently
• Goods Receipt Verification and Inventory Accuracy , ensuring materials received are properly validated (system and physical) and aligned with purchase orders and inventory records
• Vendor Setup and Record Maintenance , creating and maintaining accurate vendor profiles, documentation, and system records
• Returns and Discrepancy Processing (RMAs) , initiating and processing return authorizations while coordinating with vendors and internal teams to resolve issues
• Administrative Organization and Documentation Control , maintaining organized purchasing records, files, and documentation in accordance with company standards
• Attention to Detail, Time Management, and Task Prioritization , ensuring accuracy while managing multiple tasks and deadlines in a fast-paced environment
• Cross-Functional Communication and Support , supporting purchasing, inventory, warehouse, and internal teams through effective communication and coordination
• Microsoft Office Proficiency , demonstrating basic proficiency in applications such as Excel and Outlook to support tracking, documentation, and communication
• Language and Communication Skills , ability to read, write, and speak English is required; bilingual in English/Spanish is preferred

Professional Experience/Education/Certifications :

• Associate’s degree in Business, Supply Chain, Operations, or related field required; Bachelor’s degree preferred
• 1–2 years of administrative, purchasing, or supply chain support experience in a manufacturing, warehouse, or industrial environment preferred
• 1–2 years of experience processing purchase requests, purchase transactions, or similar administrative workflows
• 1–2 years of experience working with ERP systems or inventory/purchasing software (SAP preferred)

Additional Eligibility Qualifications :

None required for this position.

Position Type / Expected Hours of Work :

Full-time, non-exempt position. Typical business hours with additional time, overtime, or schedule adjustments as needed to meet operational and production demands.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position operates primarily in an office environment and may occasionally support operations at nearby company facilities. The role routinely uses standard office equipment such as computers, phones, calculators, and photocopiers.

Other Duties :

Please note this job description is not designed to cover or contain a comprehensive listing of position duties, responsibilities, or functions that are required of the employee for this position. The role, responsibilities, duties, and activities described within the job description may change at any time with or without notice.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable persons with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use a computer or other office equipment. The employee may occasionally walk throughout office and production areas to collaborate with employees and support operational activities. The employee must be able to communicate effectively and maintain visual and hearing acuity sufficient to perform the essential duties of the position, with or without reasonable accommodation.

Physical Requirements:

Working conditions and

Physical Requirements

Level of Physical Effort Normally Required for This Position

Never

<20% Occasionally

20 – 80%

Frequently

>80%

Constantly

1. Close Eye Work (computers, drawing, typing, reading, writing)

1. Sedentary (continuous sitting)

1. Light Work (standing, walking, lifting <15 pounds)

1. Moderate Work (lifting, moving, loading 15-30 pounds, prolonged use of small hand tools, climbing ladders)

1. Moderately Heavy Work (lifting, moving, loading 31-50 pounds)

1. Heavy/Hard Work (above average strength and stamina, lifting >51 pounds, constant shoveling, etc.)