Buyer

Job Description

Job Description

Description:

Position Summary: The Buyer is responsible for overseeing procurement and inventory management activities to support the efficient production and distribution of the organization's publications. This role manages supplier sourcing, competitive bidding, purchase order processing, inventory control, ERP item maintenance, invoice reconciliation, and vendor performance. The Buyer works closely with editorial, production, finance, warehouse, and customer service teams to ensure materials and products are available to meet operational requirements while maintaining cost efficiency and inventory accuracy.

Essential Functions:

Ø Inventory Management

o Setup new item setup and maintenance in ERP system.

o Monitor and maintain optimal inventory levels to meet demands.

o Lead regular cycle counts and inventory audits to ensure data accuracy.

o Investigate and resolve discrepancies in physical and system inventory.

Ø Procurement & Bidding

o Coordinate bidding processes with vendors to ensure competitive pricing and service quality.

o Prepare and analyze cost comparisons for goods and services and recommend changes as necessary.

Ø Purchasing & Invoicing

o Generate and manage purchase orders in alignment with demand and company financial goal. 

o Track order delivery status and follow up with vendors as needed.

o Process and reconcile invoices with purchase orders and receipts; resolve billing issues promptly.

o Manage vendor relationships. Help develop vendor scorecards and measure vendor performance. 

Ø Cross-Functional Collaboration and Project management

o Collaborate closely with publication, editorial, finance, warehouse and customer service teams to coordinate inventory and purchasing activities.

o Communicate lead times, delays, or changes in procurement to relevant stakeholders.

Secondary Functions:

Ø ERP System Management

o Set up and maintain item master data in the ERP system.

o Ensure item codes, descriptions, pricing, and inventory classifications are accurately recorded.

o Work with IT and operations to ensure seamless ERP integration and reporting.

Ø Supplier Sourcing & Vendor Management

o Research, identify, and qualify new suppliers to support business needs and reduce supply risk

o Maintain a network of approved vendors and negotiate pricing, terms, and service agreements

o Evaluate supplier performance related to quality, cost, delivery, and responsiveness, and implement corrective actions as needed

Ø Reporting & Analytics

o Prepare and maintain purchasing, inventory, and vendor performance reports

o Analyze purchasing and inventory trends to identify cost-saving opportunities and process improvements

o Monitory key performance indicators (KPI’s) related to inventory turns, fill rates, supplier performance, and procurement efficiency

Ø All other duties as assigned

Requirements:

Essential Skills and Education/Experience:

Ø Bachelor’s degree in Supply Chain, Business Administration, or related field preferred.

Ø 3+ years of experience in inventory control, procurement, or supply chain operations.

Ø Experience managing vendor relationships and negotiating pricing and service agreements

Ø Strong proficiency in ERP systems (Microsoft Dynamics, Great Plains etc).

Ø Proficiency in Excel and other Microsoft Office tools.

Ø Excellent analytical, organizational, and communication skills.

Ø Ability to work independently and manage multiple priorities in a fast-paced environment.

Ø Must show initiative, good judgment, attention to detail, and a commitment to accuracy.

Ø Familiarity with print production or publishing supply chains.

Ø Experience working with multiple vendors and managing bidding processes.

Physical Requirements: 

Ø Ability to sit for extended periods while working at a computer or desk 

Ø Occasional standing, walking, and reaching to access files or office supplies 

Ø Manual dexterity for typing, filing, and handling office equipment 

Ø Ability to lift and carry up to 20 pounds occasionally (e.g., office supplies, documents) 

Ø Visual acuity to read printed and digital materials 

Ø Auditory ability to communicate effectively in person and over the phone 

Ø May need to climb stairs in multi-level office building 

Ø Ability to travel up to 5-10% annually

Environmental Conditions:

Ø Indoor and Outdoor Environment

Ø Must be able to work in standard office environment with artificial lighting and climate control