Purchasing Clerk

Job Description

Purchasing Clerk
The Purchasing Clerk supports the procurement function by executing purchase orders from initial request through invoice payment.
This role ensures timely delivery of materials, maintains accurate procurement records, and collaborates with suppliers, internal departments, and accounts payable.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Purchase Order (PO) Execution
• Create, issue, and manage purchase orders based on approved requisitions and material demand.
• Verify pricing, terms, quantities, and lead times prior to PO issuance.
• Monitor open POs for supplier confirmation, shipment, and delivery.
• Follow up with suppliers on order status, delivery updates, backorders, and discrepancies.
• Expedite urgent or critical orders to meet production schedules.
Supplier Interaction & Support
• Maintain communication with suppliers regarding shipment issues, shortages, delays, or quality concerns.
• Request quotes, updated pricing, and lead-time information as needed.
• Assist in supplier performance tracking by documenting delivery accuracy and responsiveness.
Receiving, Invoicing & Payment Support
• Reconcile receiving discrepancies with Receiving and Quality departments.
• Work with Accounts Payable to resolve invoice variances, pricing errors, or payment holds.
• Ensure timely closure of POs and completion of payment-cycle steps.
Data Management & Reporting
• Maintain accurate procurement records in ERP/MRP systems.
• Update supplier data, item master information, and PO status notes.
• Generate routine reports such as open orders and late shipments.
• Support audits and compliance activities by providing documentation as needed.
Cross-Functional Collaboration
• Coordinate with Production Planning, Operations, Engineering, and Inventory Control to support material availability.
• Communicate delays or material risks to internal stakeholders.
• Assist the Purchasing team with additional sourcing or procurement tasks.

Experience Required:

• Experience with purchase-to-pay (P2P) processes.
• Familiarity with supply chain or inventory management practices.
• Associate degree or coursework in business, supply chain, or related field.
Key Competencies
• Accuracy & Detail Orientation
• Organization & Prioritization
• Problem Solving
• Customer Service Mindset
• Teamwork

Education Required:

Required Education & Length of Service:
• High school diploma or equivalent.
• 1-3 years of purchasing, procurement, or administrative experience (manufacturing preferred).
• Proficiency with ERP/MRP systems and Microsoft Office applications.
• Strong attention to detail and ability to manage multiple priorities.
• Effective verbal and written communication skills.