Purchasing & Inventory Data Coordinator

Job Description

Job Description

Job Summary

We are seeking a dynamic and detail-oriented Purchasing & Product Information Coordinator to join our team. This hybrid role supports both our Purchasing Department and Product Information Management functions by assisting with purchasing activities, vendor communications, product setup, and maintaining accurate product information across our internal systems and website. This position offers an exciting opportunity to contribute to a fast-paced environment where efficiency and accuracy drive success.

Essential Responsibilities

Purchasing Support

• Create and process purchase orders.
• Monitor open purchase orders and proactively follow up with vendors regarding order status, backorders.
• Receive and manage PO Confirmations from vendors and update internal Purchase Orders with Expected Delivery Dates.
• Maintain accurate purchasing records and supporting documentation.
• Assist the Senior buyer with day-to-day purchasing activities and special projects.

Vendor Relations & Returns

• Coordinate product returns with vendors and obtain Return Merchandise Authorizations (RMAs).
• Track outstanding vendor credits and ensure credit memos are received.
• Notify vendors of damaged shipments, product shortages, shipping discrepancies, and quality concerns.

Product Information Management

• Create new product records within our business system.
• Prepare and publish new products to the company website.
• Maintain accurate product information, including:
• Product descriptions
• Product specifications
• Product attributes
• Units of measure
• Manufacturer and vendor information
• Pricing support information (as assigned)
• Review manufacturer literature for completeness and accuracy.
• Upload and maintain:
• Product images
• Manufacturer literature
• Safety Data Sheets (SDS)
• Technical documents
• Product specification sheets
• Ensure product descriptions and website content are accurate, consistent, and professionally presented.
• Update existing product information when manufacturers release revised specifications, packaging changes, discontinued items, replacement products, certifications, or other product updates.
• Help maintain a clean, organized, and searchable online product catalog.

Shipping & Claims

• Prepare and submit UPS claims for lost or damaged shipments.
• Track claims through completion while maintaining all supporting documentation.

Administrative Support

• Maintain organized purchasing, vendor, and product documentation.
• Perform additional purchasing and administrative duties as assigned.

Qualifications

Required Qualifications

• High school diploma or equivalent.
• Previous experience in an administrative, purchasing, customer service, operations, or office support role.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, especially Excel and Outlook.
• Ability to learn ERP systems, purchasing software, and website content management tools.
• Ability to prioritize multiple tasks while maintaining a high level of accuracy.

Preferred Qualifications

• Experience in wholesale distribution, purchasing, inventory management, or supply chain.
• Experience maintaining product information within an ERP or e-commerce platform.
• Familiarity with Product Information Management (PIM) or online catalog maintenance.
• Experience working with manufacturer literature, product images, and Safety Data Sheets (SDS).
• Experience coordinating vendor returns and credit reconciliation.

Knowledge, Skills & Abilities

The successful candidate will demonstrate:

• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills.
• Professional verbal and written communication skills.
• Excellent follow-through and problem-solving abilities.
• Ability to build productive relationships with vendors and internal departments.
• Ability to work independently while managing multiple priorities.
• Strong computer aptitude and willingness to learn new software systems.
• Commitment to maintaining high-quality product information and documentation.

Performance Expectations

A successful employee in this position will:

• Process purchase orders accurately and efficiently.
• Proactively monitor and follow up on outstanding vendor orders.
• Coordinate vendor returns and ensure credits are received in a timely manner.
• Maintain accurate purchasing records and documentation.
• Create complete and accurate product records within the ERP system.
• Ensure new products are published to the company website with accurate descriptions, images, specifications, and supporting documents.
• Keep product information current by updating manufacturer changes and documentation.
• Process UPS claims efficiently and follow them through resolution.
• Build strong working relationships with vendors and internal departments.
• Contribute to continuous improvements in purchasing and product management processes.

Reporting Relationship

This position reports directly to the  COO and works closely with Purchasing, Customer Service, Sales, Warehouse, Receiving, Accounting, and Marketing/E-Commerce.

Why Join Our Team?

We are a growing distributor of janitorial, facility maintenance, safety, and cleaning products committed to delivering exceptional customer service and dependable solutions. We value teamwork, accountability, innovation, and continuous improvement.

This position offers an excellent opportunity to build a career in purchasing, product information management, and supply chain operations while making a meaningful contribution to the success of our company. As our product offerings continue to grow, this role will play an important part in ensuring our customers have access to accurate product information and outstanding service.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Plainville, MA 02762 (Required)

Work Location: In person