Purchasing and Inventory Specialist

Job Description

Job Description

Take A Break Spas & Billiards is seeking a detail-oriented, highly organized, and physically capable Purchasing & Inventory Specialist to join our operations team. In this all-inclusive inventory management role, you will completely own the lifecycle of our products—from initial supplier negotiations and order placement to freight unloading, system database tracking, and final accounting conversion.

The ideal candidate bridges the gap between digital data precision and physical warehouse management, ensuring our retail locations remain optimally stocked while keeping supply chain workflows seamless.

Core Responsibilities

Procurement & Vendor Management

• Manage the end-to-end procurement process.
• Collaborate directly with external vendors to obtain the best possible pricing, freight terms, and delivery schedules.
• Analyze market trends and supplier pricing shifts to make highly informed, cost-effective purchasing decisions.
• Follow through rigorously on damaged, defective, or incorrect vendor shipments to secure credits, returns, or replacements.

Inventory Control & Order Management

• Create all purchase orders (POs) for both standard in-stock inventory and customer special orders.
• Monitor real-time inventory levels continuously to ensure the timely replenishment of materials and prevent stockouts.
• Coordinate seamlessly with the Executive Officer and retail Sales staff to track specific customer-ordered products.
• Maintain open lines of communication with Sales teams regarding the arrival timelines and status of special orders.
• Manage cross-location logistics by systematically allocating and sending product transfers to other company retail branches.

Physical Logistics & Warehousing

• Safely unload incoming freight trucks and delivery vehicles.
• Physically inspect all incoming shipments for freight damage, verify piece counts against packing slips, and log discrepancies.
• Enter newly received items into the company database, accurately label product components, and organize them into their designated warehouse storage bays.
• Ensure that multi-box or multi-pallet product components are meticulously kept together and sequentially labeled.

Data Systems & Accounting Administration

• Track all ongoing purchases and historical stock movements using point-of-sale (POS) and spreadsheet software.
• Meticulously maintain up-to-date listings, pricing tiers, and descriptions for all items inside the POS and master spreadsheets.
• Convert all finalized purchase orders into bills and route them promptly to the accounting department for payment processing.

Required Qualifications & Skills

• Forklift Certification required (or willingness and ability to secure certification immediately upon hire).
• Proven experience in purchasing, procurement, inventory management, or supply chain logistics.
• Strong proficiency in spreadsheet software (Excel/Google Sheets) and retail Point-of-Sale (POS) software systems.
• Excellent negotiation, verbal communication, and interpersonal skills for building strong vendor relationships.
• High level of data integrity, numerical accuracy, and organizational skills.
• Physical Demands: Must be able to safely lift, push, and pull heavy boxes and product packages routinely, and work on your feet in a warehouse environment.
• Ability to collaborate effectively across departments, including Logistics, Sales, and Materials Management.

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