Job Title: Order Processing and Purchasing Specialist
Location: Bath Beach, Brooklyn, NY 11214
Workplace Type: ***On-Site*** Monday-Friday
Hours: 9am-6pm
Job Overview:
The Order Processing and Purchasing Specialist plays a critical role in ensuring the smooth operation of order management and purchasing activities. This individual is responsible for managing the complete order lifecycle—from receipt to fulfillment—while maintaining accurate inventory records and ensuring timely procurement of materials. The ideal candidate will have strong organizational skills, attention to detail, and the ability to collaborate effectively with suppliers, sales teams, and other departments to meet business goals.
Key Responsibilities:
Order Processing:
- Receive, review, and process incoming orders through the ERP system, ensuring all order details are accurate, including product specifications, pricing, and delivery schedules.
- Confirm order accuracy by cross-referencing sales orders with inventory levels and customer purchase orders.
- Generate order acknowledgments, invoices, and shipping documents for both internal and external stakeholders.
- Track order status from initiation to delivery, proactively communicating any delays or issues to customers and relevant teams.
- Coordinate with the logistics department to ensure efficient and timely delivery of orders.
Purchasing:
- Identify purchasing needs based on inventory levels, sales forecasts, and current orders.
- Source, negotiate, and establish strong relationships with suppliers to ensure timely delivery of quality products and materials at competitive prices.
- Issue purchase orders to suppliers, ensuring alignment with stock needs, lead times, and company budgets.
- Track purchase orders, follow up on deliveries, and resolve any issues related to late shipments, shortages, or discrepancies.
- Review supplier performance regularly to ensure compliance with quality standards, delivery schedules, and cost objectives.
Inventory Management:
- Maintain accurate and up-to-date inventory records in the ERP system, ensuring stock levels are adequate to meet both current demand and forecasted sales.
- Conduct regular inventory audits to verify physical stock against system records, investigating and resolving any discrepancies.
- Work with the warehouse team to monitor product availability, expiration dates (if applicable), and reorder points to prevent stockouts or overstock situations.
- Collaborate with the sales and operations teams to adjust inventory levels based on seasonal trends, promotions, or product launches.
Collaboration with Sales and Operations:
- Work closely with the sales team to understand upcoming orders and forecast future inventory needs.
- Support the sales team by providing accurate product availability information and coordinating rush orders as needed.
- Collaborate with the operations team to optimize order fulfillment processes, reduce lead times, and enhance customer satisfaction.
- Assist in resolving any issues related to order discrepancies, returns, or customer complaints.
Data Analysis and Reporting:
- Prepare and analyze reports on order trends, supplier performance, and inventory turnover to support decision-making processes.
- Monitor key performance indicators (KPIs) such as order accuracy, on-time delivery rates, inventory turnover, and supplier lead times.
- Provide recommendations to improve order processing efficiency and reduce costs by identifying trends, inefficiencies, or potential risks in the supply chain.
Continuous Improvement:
- Identify opportunities for process improvements within order management and purchasing functions.
- Participate in cross-functional meetings to discuss ways to streamline workflows, reduce costs, and improve order accuracy.
- Stay updated on industry best practices, new technologies, and supplier developments that could benefit the company's purchasing and inventory strategies.
Requirements:
- Education: Bachelor's degree in Supply Chain Management, Business Administration, or a related field is preferred.
- Experience: 2-4 years of experience in order processing, purchasing, inventory management, or a similar role.
- Technical Skills: Proficiency in ERP systems (e.g., SAP, Oracle, NetSuite) and Microsoft Office, especially Excel. Experience with forecasting tools is a plus.
- Communication Skills: Excellent verbal and written communication skills to interact with internal teams, suppliers, and customers.
- Analytical Skills: Strong attention to detail, with the ability to analyze data and make data-driven decisions.
- Organizational Skills: Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced environment.
Preferred Qualifications:
- Experience in the manufacturing, distribution, or retail industry.
- Familiarity with Just-In-Time (JIT) inventory strategies.
- Strong negotiation skills with proven success in supplier management.
Key Competencies:
- Problem Solving: Ability to anticipate and resolve issues related to order fulfillment, supplier performance, or inventory discrepancies.
- Customer-Focused: Ensures that all actions taken enhance customer satisfaction and build long-term relationships.
- Teamwork: Works collaboratively across departments to achieve business goals and drive continuous improvement.
- Attention to Detail: Ensures accuracy in order entry, inventory management, and purchasing processes.