Procurement Assistant

Job Description

Job Description

Description:

Keep production flowing. Keep vendors happy. Keep inventory sharp.

We're looking for a detail-oriented, proactive Procurement Assistant to own the day-to-day pulse of our purchasing, receiving, and inventory operations. If you love turning moving parts into order, catching discrepancies before they become problems, and building vendor relationships that pay off when demand spikes, this is the role for you.

You'll be the connective tissue between our stockroom, sales-order fulfillment, finance, and vendors — making sure the right parts arrive on time, every time.

What You'll Do

Daily Purchasing & Order Fulfillment

• Monitor incoming email and respond promptly to keep production moving.
• Refresh NetSuite throughout the day to track open sales orders.
• Create purchase orders (POs) for non-inventoried sales-order items, and for inventoried items based on on-hand levels and forecasted/average usage.
• Fulfill pick orders and coordinate pick-ups with the ordering party.
• Monitor emergency sales orders from in-house and outside branches.
• Create and fulfill stockroom sales orders for in-person employee requests.

Receiving, Mail & Invoice Matching

• Sort and distribute daily vendor mail deliveries.
• Open incoming POs and match to packing slips, flagging any variances or item issues.
• Receive POs in NetSuite after verifying the signed-off packing slip against the open PO.
• Communicate receiving issues to Finance and initiate RMAs with vendors as needed.

Weekly Procurement Activities

• Track incoming marketing materials from social media; create and route POs to the correct vendor.
• Create POs for weekly normal-inventory sales orders (SC on Wednesday, Wilmington on Friday).
• Package and ship RMAs using vendor or Absolute labels based on the return reason.
• Create POs, package, and ship equipment for repairs as needed.

Inventory Management & Reporting

• Monitor min/max levels in Zimbis and create POs based on inventory levels and settings.
• Update min/max levels for surgical and implant Zimbis machines as demand shifts.
• Run cycle counts, investigate discrepancies, and adjust inventory levels in NetSuite.
• Monitor and update employee asset lists as equipment is distributed.
• Maintain healthy inventory levels to avoid expired or obsolete (dead) stock.
• Research new parts for technicians as requested.

Vendor Relations & Cost Control

• Build and maintain strong vendor relationships to secure priority during high-demand periods.
• Call and email vendors to track credits and chase down missing invoices.
• Monitor costs and research vendors for savings opportunities.

Full-time benefits include:
• Medical, Dental, Vision
• 401(k) with company match
• Paid time off and holidays
• Life insurance, disability coverage, and supplemental coverage

What You Bring

• 2–5 years of experience in procurement, purchasing, inventory control, or a related role.
• Demonstrated experience creating and managing POs and receiving goods against packing slips.
• Strong reporting skills — comfortable pulling, reviewing, and acting on inventory and purchasing reports.
• Experience with ERP/inventory systems (NetSuite or similar) and min/max replenishment.
• Solid written and verbal communication for vendor and cross-functional coordination.
• High attention to detail with the ability to investigate and resolve inventory and invoice discrepancies.
• Ability to multitask and prioritize in a fast-paced environment.

Preferred (a plus, not a must)

• Experience with NetSuite and/or Zimbis inventory systems.
• Familiarity with RMA processing and return shipping workflows.
• Prior exposure to cycle counting and inventory reconciliation.
• Experience supporting multi-branch or multi-location operations.

Ready to Apply? Take the next step in your career and apply today. Our hiring team reviews applications quickly, and qualified candidates can expect to hear from us within 48-72 hours.