Purchasing Clerk

Background:

NCS has been providing product-based IT solutions to Federal and military customers since our inception in 1996. These solutions center on a wide range of hardware from end user devices to rugged mobile computers for field operations, and networking, compute, and storage equipment for integration into military platforms. Over the years, NCS built up a substantial integration, manufacturing, quality, and logistics infrastructure. At the same time, we also developed and refined robust business practices to compete effectively in the markets that we focus on; e.g., Federal civilian agencies, all three branches of the military, and the System Integrator community serving them. In October 2023, NCS moved into a state-of-the-art 108,000 square foot facility in Innovation Park@ Prince William, Manassas, Virginia. This facility magnifies the strengths that we have gathered over the years to position us well for future growth and diversification which have been defined in our Go-To Market strategy.

This strategy centers on IT product-based services formulated into a number of solutions targeted at different addressable markets and charts our development trajectory for the next five years.

Summary:

The Purchasing Clerk is responsible for supporting all purchasing and procurement functions within the organization. This position oversees the creation and processing of purchase orders, monitors supplier delivery schedules, and assists in resolving shipment delays, discrepancies, and related issues. The role maintains accurate and up-to-date purchasing records within SAP, ensuring compliance with internal procedures and documentation standards.

The Purchasing Clerk collaborates closely with cross-functional teams-including Accounting and Receiving-to address invoice or shipment discrepancies and to support the setup and monitoring of new vendors. Additionally, the position prepares routine and ad hoc reports analyzing purchasing activity, pricing, and lead times. The Purchasing Clerk performs a variety of administrative and support duties as assigned to ensure efficient and effective procurement operations.

Key Responsibilities:

1. Create and process purchase orders based on approved requisitions and purchasing requirements.


2. Obtain and maintain supplier quotations, pricing information, and lead-time updates.


3. Follow up with suppliers regarding order acknowledgments, shipment status, and delivery schedules to ensure accurate and timely order status information.


4. Coordinate with Receiving, Production, Planning, and other departments regarding material availability and delivery requirements.


5. Assist in resolving discrepancies related to purchase orders, invoices, receipts, pricing, and quantities.


6. Maintain accurate purchasing records, supplier files, and supporting documentation in SAP or other purchasing systems.


7. Support supplier on boarding activities and maintain vendor information in accordance with company procedures.


8. Ensure purchasing documents comply with internal policies, ISO procedures, and applicable regulatory requirements.


9. Prepare routine purchasing reports, spreadsheets, and procurement-related documentation.


10. Support internal and external audits by providing requested purchasing records and documentation.


11. Perform general administrative duties for the Purchasing Department, including filing, data entry, document management, and correspondence.

Knowledge, Skills and Abilities:

• Strong attention to detail and accuracy.


• Excellent communication skills with suppliers, customers, warehouse, sales, and internal teams


• Strong follow-up and ownership, able to track open orders and resolve issues without constant supervision


• Problem-solving and decision-making skills, especially when dealing with shortages, delays, or urgent customer requests


• Ability to prioritize and multitask in a fast-paced environment


• Strong negotiation and vendor-management skills or willingness to develop these skills Reliable and accountable, with a strong sense of urgency


• Team-oriented and willing to support other team members


• Ability to learn quickly, including SAP/purchasing systems and company processes


• Ability to remain calm and effective under pressure, particularly when handling urgent requests or difficult situations

Qualifications and Experience:

• High School Diploma or GED


• 1 year of office working experience


• Technical and functional expertise in office software including but not limited to Word, Excel, and PowerPoint


• Strong work ethic, detail-orientated, organized, and eager to learn


• Mandarin language is a plus!

NCS Technologies, lnc. provides a fair and equal employment opportunity for all associates and job applicants regardless of race, color, religion, national origin, gender, sexual orientation, age, marital states or disability.

Once job offer is accepted you will be subject to a back ground check.