INVENTORY AND PURCHASING REPRESENTATIVE

Job Description

Job Description

DUTIES AND RESPONSIBILITIES

INVENTORY AND PURCHASING REPRESENTATIVE

 

As an Inventory and Purchasing Representative, your primary responsibility will be to maintain adequate inventory levels to support customer demand and Company operational requirements. You will work closely with warehouse personnel, suppliers, and management to ensure inventory accuracy, timely replenishment of stock, and efficient coordination of international shipments.

Your duties and responsibilities will include, but are not limited to, the following:

• Maintaining inventory levels sufficient to support customer orders while minimizing excess inventory.

• Working closely with warehouse personnel to monitor inventory levels and maintain accurate inventory records.

• Performing regular inventory reviews and assisting with cycle counts, physical inventories, and inventory reconciliations.

• Investigating and resolving inventory discrepancies and implementing corrective actions to improve inventory accuracy.

• Analyzing historical sales data, inventory trends, and customer-provided forecasts to determine future purchasing requirements.

• Developing inventory replenishment plans and recommending purchase quantities based on demand forecasts and lead times.

• Preparing and issuing purchase orders to domestic and international suppliers.

• Monitoring supplier order acknowledgments and ensuring purchase orders are fulfilled according to agreed schedules.

• Maintaining regular communication with suppliers regarding production schedules, shipment readiness, delays, shortages, and quality concerns.

• Tracking purchase orders from placement through receipt and ensuring timely delivery of products.

• Coordinating international logistics and shipment schedules with suppliers and freight forwarding partners.

• Organizing and consolidating multiple less-than-container-load (LCL) shipments from various China-based suppliers into full container load (FCL) shipments destined for SSI Products.

• Coordinating container loading schedules, shipping documentation, and transportation arrangements to maximize shipping efficiency and reduce freight costs.

• Monitoring inbound international shipments and communicating estimated arrival dates to management and warehouse personnel.

• Coordinating with customs brokers, freight forwarders, carriers, and suppliers as necessary to facilitate timely delivery of imported goods.

• Reviewing shipping documents, packing lists, commercial invoices, and related import documentation for accuracy.

• Receiving inventory into QuickBooks upon arrival and verifying quantities against purchase orders and receiving documents.

• Processing inventory receipts in QuickBooks, resulting in the creation of corresponding Accounts Payable entries.

• Entering non-inventory vendor invoices into QuickBooks, ensuring accurate coding to the appropriate expense accounts, departments, or cost centers, and maintaining supporting documentation for all transactions.

• Assisting in the review and reconciliation of supplier invoices and resolving quantity, pricing, quantity, freight, or shipment discrepancies.

• Preparing inventory reports, purchasing reports, and other management reports as requested.

• Identifying opportunities to improve inventory management, purchasing practices, logistics efficiencies, and supplier performance.

• Performing other duties and responsibilities as assigned by management.

This position requires strong organizational skills, attention to detail, effective communication with suppliers and internal personnel, proficiency with inventory management systems and QuickBooks, and the ability to manage multiple purchasing and logistics activities simultaneously.

\nCompany Description

We are a small company distributing products to large retail companies.

Company Description

We are a small company distributing products to large retail companies.