Purchasing Clerk

Position Summary:

The Purchasing Clerk plays an integral role within the procurement team, focusing on processing purchase orders, coordinating with suppliers, and ensuring the timely delivery of goods and services. This position acts as a liaison between the company’s departments and its vendors facilitating smooth transactions and maintaining accurate records of purchases. By efficiently handling administrative tasks related to procurement, the Purchasing Clerk supports the organization’s operational needs and contributes to cost management efforts. 

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Key Responsibilities:

1. Purchase Order Management

• Handling the entire purchase order lifecycle-from creation, through approval and amendment, to closure.  Attention to detail and organizational process (POs) based on approved purchase requisitions (PRs).
• Verify and update order details, including quantities, pricing, and delivery schedules.
• Distribute POs to suppliers and follow up on acknowledgments.

1. Record Keeping

• Support the accounting department to ensure timely payment of invoices and to reconcile any discrepancies in billing.
• Maintain accurate and up-to-date records of all procurement activities.

1. Supplier Communication

• Resolve issues related to order discrepancies, including incorrect shipments, damaged goods, and billing errors.
• Communicate with suppliers to confirm order details, delivery timelines.
• Maintain and update supplier information, including contact details, product offerings, and historical pricing data.

Qualifications:

Education and Experience:

High school diploma or equivalent (required). 

Previous experience required.

Skills and Competencies:

Strong organizational and multitasking skills.

Excellent verbal and written communication abilities.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

Attention to detail with a commitment to accuracy.

Dependable and punctual.

Proactive problem-solving mindset.

Ability to work effectively in a TEAM environment.