Purchasing Clerk

Purchasing Clerk
The Purchasing Clerk supports the procurement function by executing purchase orders from initial request through invoice payment.
This role ensures timely delivery of materials, maintains accurate procurement records, and collaborates with suppliers, internal departments, and accounts payable.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Purchase Order (PO) Execution
Create, issue, and manage purchase orders based on approved requisitions and material demand.
Verify pricing, terms, quantities, and lead times prior to PO issuance.
Monitor open POs for supplier confirmation, shipment, and delivery.
Follow up with suppliers on order status, delivery updates, backorders, and discrepancies.
Expedite urgent or critical orders to meet production schedules.
Supplier Interaction & Support
Maintain communication with suppliers regarding shipment issues, shortages, delays, or quality concerns.
Request quotes, updated pricing, and lead-time information as needed.
Assist in supplier performance tracking by documenting delivery accuracy and responsiveness.
Receiving, Invoicing & Payment Support
Reconcile receiving discrepancies with Receiving and Quality departments.
Work with Accounts Payable to resolve invoice variances, pricing errors, or payment holds.
Ensure timely closure of POs and completion of payment-cycle steps.
Data Management & Reporting
Maintain accurate procurement records in ERP/MRP systems.
Update supplier data, item master information, and PO status notes.
Generate routine reports such as open orders and late shipments.
Support audits and compliance activities by providing documentation as needed.
Cross-Functional Collaboration
Coordinate with Production Planning, Operations, Engineering, and Inventory Control to support material availability.
Communicate delays or material risks to internal stakeholders.
Assist the Purchasing team with additional sourcing or procurement tasks.