Purchasing Specialist

Join Our Team! Chicago Protective Apparel, a Division of Mechanix Wear LLC

Position Summary

The Purchasing Specialist supports the Director of Purchasing and the procurement team by compiling and maintaining records for the Purchasing Department's business transactions and office activities. This role sources fabrics, trims, and materials for apparel production, manages purchase orders, and follows through with vendors on shipments and deliveries — helping ensure materials arrive on time and the department runs efficiently.

Essential Duties & Responsibilities

Include but are not limited to:

Purchasing

• Prepare, issue, expedite, and track purchase orders for fabrics, trims, packaging, and other production materials, making changes as required by the vendor
• Open drop ship purchase orders and send with packing list to suppliers
• Support cost comparisons and assist in negotiating pricing with vendors

Shipping & Logistics

• Collect ship dates on all open purchase orders and track shipments in-transit
• Schedule ship dates with suppliers to reduce freight charges
• Contact freight brokers to request quotes and select the most cost-effective option offering the best lead time

Data Management

• Update supplier materials costs in the IQuest program
• Monitor inventory levels and update missing materials and missing components/finished goods for Production
• Maintain and update supplier databases, price lists, and material specifications
• Reconcile invoices with purchase orders and packing slips; resolve discrepancies
• Maintain accurate records of orders, contracts, and supplier communications
• Complete compliance reports for customers

Communication & Collaboration

• Communicate with domestic and overseas suppliers/vendors regarding pricing, lead times, and order status
• Coordinate with design and production teams to confirm material requirements and specifications
• Provide exceptional customer service to assigned customers and vendors
• Inspect damaged fabrics and communicate quality issues to the Director of Purchasing so a Supplier Corrective Action Request (SCAR) can be completed
• Collaborate and assist other departments when necessary

Qualifications
Required :

• High school diploma or equivalent; associate or bachelor’s degree preferred (Business, Supply Chain, Fashion Merchandising, or related field)
• Two to Four years of experience in purchasing, procurement, or supply chain support, preferably in apparel, textiles, or manufacturing
• Proficiency in Microsoft Excel and purchasing/ERP software (experience with IQuest a plus)
• Strong collaborative and organizational skills with attention to detail
• Excellent written and verbal communication skills
• Ability to multitask and manage competing deadlines
• Meet the physical requirements of the position, standing, walking, and sitting for extended periods of time.

• Familiarity with fabric types, trims, and apparel production processes
• Experience working with overseas suppliers/factories and understanding of import/export logistics
• Basic knowledge of Incoterms, customs documentation, or freight brokering

• Organization & time management
• Vendor/supplier communication
• Data entry & record-keeping accuracy
• Problem-solving and follow-through
• Basic negotiation skills