Purchasing & Receiving Associate

Job Description

Description:

The Purchasing and Receiving Associate is responsible for purchasing and receiving inventory of goods to support business operations. The role works closely with internal departments and external vendors to ensure accurate purchasing, timely delivery, proper receiving, and reliable inventory records while maintaining cost-effective purchasing practices. The position reports to the President and collaborates closely with Operations and the Accounting Department.

Duties and Responsibilities:

Purchase goods in accordance with company policies, approved budgets, and operational requirements, excluding special order items and commodities, which are handled by Sales and Executive Leadership.

Coordinates with department managers to forecast demand and maintain appropriate inventory levels to prevent shortages or overstock.

Prepare, issue, and track purchase orders; follow up with vendors to ensure on-time delivery.

Receive, inspect, and verify incoming shipments against purchase orders and packing slips for accuracy, quality, and condition.

Accurately enter purchasing, receiving, and inventory transactions into the company’s ERP system.

Identify and resolve discrepancies related to pricing, quantities, damaged goods, or incorrect shipments in coordination with vendors and internal teams.

Research potential vendors and evaluate products, pricing, service levels, reliability, and delivery performance.

Maintain positive working relationships with vendors; negotiate pricing, payment terms, freight terms, volume discounts, and other cost-saving opportunities when applicable.

Maintain organized and up-to-date purchasing documentation, including vendor files, contracts, pricing agreements, and transaction histories.

Monitor inventory levels, identify slow-moving or obsolete items, and communicate findings and recommendations to management.

Assist with inventory counts, audits, and reconciliation activities as required.

Generate basic purchasing, receiving, and inventory reports for management review.

Ensure compliance with company policies, internal controls, and applicable regulations.

Collaborate with Sales, Operations and Accounting teams to support accurate invoicing, cost control and customer satisfaction.

Perform other related duties as assigned.

Work Environment:

This job is operated in a professional office and retail environment. The ability to use computers, telephones, calculators and standard office equipment is required to perform job functions.

Position Type / Expected Hours of Work:

This is a full-time hourly on-site position. Normal business hours are Monday through Friday, 7:30 a.m. to 4:00 p.m. with a 30-minute lunch break.Requirements:

High school diploma or equivalent required; associate degree or some college coursework in supply chain management, logistics, business administration, or a related field preferred but not required.

Two (2) years of experience in purchasing, receiving, inventory control, or a related role required; experience in a manufacturing, distribution, retail, or hardware/lumber yard environment preferred but not required.

Competencies:

Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Strong sense of urgency with hands-on, team-oriented approach.

Excellent written and verbal communication skills.

Ability to interact professionally and effectively with vendors, customers, and colleagues in persona and over the phone.

Strong problem-solving skills and the ability to resolve discrepancies efficiently.

Proficient with basic computer applications and inventory or POS systems.

Positive attitude, proactive mindset, and a commitment to accuracy and customer satisfaction.

Physical Requirements:

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is regularly required to perform repetitive hand, wrist, and arm motions. The employee will endure prolonged periods of sitting at a desk and working at a computer. The employee is required to reach with hands / arms, talk and hear. The employee may frequently walk short distances, stoop, kneel, crouch, and bend. The employee may occasionally lift up to 25 pounds at a time.

Full-time