Procurement Analyst

Grimco is a family-owned manufacturer and wholesale distributor of sign supplies, serving customers across the US as well as Canada and the UK. Founded in 1875 and still privately held today, Grimco has grown to more than $1.5 billion in annual sales while staying true to its roots as a family business. Our purchasing team plays a key role in that success - our distribution network depends on accurate, well managed purchasing to keep next day delivery and customer commitments on track. We're looking for people who want to learn the products, take ownership of their territory, and grow with the company.

Job Description

POSITION SUMMARY

The Procurement Analyst is responsible for executing the day-to-day purchasing activity for an assigned portfolio of vendors and product categories across designated Grimco regions and hub locations. This role ensures that purchase orders are placed accurately and on time, that vendor relationships are maintained professionally, and that inventory levels across assigned territories reflect current demand and stocking targets. The Procurement Analyst works closely with the Procurement Manager and their paired Inventory Strategy Specialist to ensure purchasing decisions are grounded in strategy, data, and customer need.

KEY RESPONSIBILITIES

Purchase Order Management

• Place, confirm, and track purchase orders for assigned vendors and product categories in Genesis ERP.
• Ensure orders are placed in alignment with approved reorder points, demand signals, and inventory targets provided by the Inventory Strategy Specialist.
• Monitor open orders for accuracy, lead time adherence, and delivery confirmation, following up with vendors on delays or discrepancies.
• Process order changes, cancellations, and substitutions in a timely manner, communicating impacts to Purchasing Manager.

Vendor Communication & Relationship Management

• Serve as the primary day-to-day point of contact with assigned vendors for order management, backorder status, and shipment coordination.
• Communicate lead time changes, pricing updates, and supply constraints to the Purchasing Manager and Inventory Strategy Specialist.
• Maintain accurate vendor records in Genesis ERP including contact information and lead times.
• Build professional, productive relationships with vendor representatives to facilitate efficient order processing and issue resolution.

Inventory Support & Exception Handling

• Work in close partnership with the assigned Inventory Strategy Specialist to review GAINS-generated forecasts, process inventory requests, and address exception items.
• Flag out-of-stock risks, overstock positions, and fulfillment gaps to the Inventory Strategy Specialist and Purchasing Manager for strategic review.
• Support backorder management by identifying alternative sourcing options, substitution products, or expedite opportunities.
• Maintain awareness of inventory levels and purchasing activity across assigned regions and hub locations.

Financial Tracking & Documentation

• Ensure purchase orders are created accurately and completely so that Accounts Payable can verify PO and invoice matches without gaps or errors.
• Monitor purchasing costs and flag pricing discrepancies to the Purchasing Manager; support Accounts Payable when PO clarification is needed to resolve invoice mismatches.
• Maintain accurate purchasing documentation in Genesis ERP to support audit readiness and financial reporting.

Cross-Functional Collaboration & Reporting

• Maintain open communication with warehouse, logistics, and sales teams to ensure purchasing timelines support operational needs and customer commitments.
• Use Gains, Genesis ERP and internal dashboards to monitor purchasing activity, vendor performance, and open order status.
• Assist in identifying process improvement opportunities and report trends or recurring issues to the Purchasing Manager.
• Support broader procurement initiatives and cross-functional projects as directed by the Purchasing Manager or Director of Procurement.

Qualifications

• Bachelor's degree required; a business, supply chain, logistics, or related field is a plus, but not required.
• Prior purchasing or procurement experience not required, but is a plus - Grimco will train on products and systems.
• Strong multitasking skills; comfortable managing email, phone calls, and system work simultaneously.
• Team-oriented with a willingness to speak up, ask questions, and flag issues.
• Genuine interest in learning the product line in depth, not just processing transactions.
• Sound judgment and the ability to make decisions with incomplete information.
• Proficiency with Microsoft Office (Excel in particular); experience with an ERP or purchasing/forecasting system is a plus but not required.

Additional Information

• Full medical, dental, and vision benefits available. Premiums have remained unchanged for more than 18 years, costing only $16.50/biweekly paycheck for employee only coverage.
• Paid Maternity/Paternity Leave
• Paid Holidays
• Paid Time Off
• 401K with Profit Sharing, Grimco contributes 6% of your total compensation earnings to your 401k annually
• Employee Referral Benefits
• Volunteer Time Off