Purchase & Sales Specialist

Job Description

Job Description

We are looking for a Purchase & Sales Specialist to support procurement operations for a non-profit organization in Williamsburg, Virginia. This Long-term Contract position will manage daily purchasing activity, coordinate with internal teams and vendors, and help maintain accurate, policy-compliant transaction records. The role is ideal for someone with hands-on experience in purchase order processing, purchasing card oversight, and collaboration with Accounts Payable and merchant service providers.

Responsibilities:
• Manage routine purchasing requests from intake through order completion, ensuring timely and accurate processing.
• Prepare, review, and track purchase orders while confirming that supporting documentation meets organizational standards.
• Administer purchasing card activity by monitoring transactions, reviewing reconciliations, and identifying exceptions for follow-up.
• Assist staff and suppliers with procurement-related questions, order issues, and documentation needs to support smooth purchasing operations.
• Collect and organize quotation records to support fair sourcing practices and maintain audit-ready procurement files.
• Work closely with Procurement, Finance, and Accounts Payable to resolve discrepancies and ensure efficient payment processing.
• Verify that purchasing activity aligns with internal policies, approval limits, and established financial controls.
• Maintain detailed procurement records and reports to support visibility into purchasing activity and card program performance.• At least 2 years of experience in purchasing, procurement support, or a closely related function.
• Practical knowledge of purchase order processing and day-to-day purchasing operations.
• Experience supporting or administering purchasing card programs, including transaction review and reconciliation follow-up.
• Familiarity with Accounts Payable processes and coordination with finance-related stakeholders.
• Understanding of merchant services or vendor payment environments related to purchasing transactions.
• Strong attention to detail with the ability to maintain accurate records and organized documentation.
• Ability to communicate effectively with internal customers, suppliers, and cross-functional teams.