Summary/Objective                 

Under minimal supervision, performs all duties related to purchase order entry and post-entry supply chain tracking. Interacts with suppliers to maintain pricing and delivery scheduling. Interacts with internal personnel as a liaison between supply orders and demand orders.

Essential Functions                                       

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Generate, revise, and track client quotes; maintain organized records of quote history and status updates
• Communicate professionally and courteously with clients regarding quotes, product availability, order timelines, and updates
• Responsible for the accurate entry, proofing, and submission of purchase orders based on customer demand, stock replenishment, and management direction
• Maintain a superior level of accuracy while creating and verifying purchase order information including proper product pricing, shipping instructions, etc.
• Coordinate order status report submissions from suppliers. Resolve changes and discrepancies, and update purchase order information accordingly
• Routinely review purchase orders, follow up with vendors, and expedite orders as necessary to meet deadlines
• Maintain supplier price lists and vendor contact information
• Review and resolve supplier invoice discrepancies
• Communicate with Accounting to ensure accurate invoice matching, timely payment processing, and issue resolution
• Maintain stock levels of supplies
• Maintain records in the appropriate system locations per the document management process
• Perform other duties as assigned

Competencies

• Strong written and verbal communication skills
• Personal Effectiveness and Professionalism
• High Attention to Detail and Accuracy
• Analytical Thinking and Problem Solving
• Proactive Initiative and Accountability
• Strong Interpersonal and Team Collaboration Skills
• Ability to Work Independently and Meet Deadlines
• Excellent Time Management and Organizational Skills
• Adaptability and Flexibility in a dynamic work environment
• Customer Service Orientation and Responsiveness

Supervisory Responsibility

This position has no direct supervisory responsibility.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers and phones. This role occasionally operates machinery and performs tasks outdoors, and during inclement weather. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand for long periods of time; use hands to lift equipment, handle or feel; and reach with hands and arms. The employee is regularly required to stoop or kneel and must be able to climb a ladder. The employee must frequently lift and move up to 25 pounds and occasionally lift and move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Strong attention to detail. Must be able to drive.

Position Type and Expected Hours of Work

This is a full-time position. Days of work are Monday through Friday. Hours of work are 9:00 a.m. to 6:00 p.m. Some before and after hours work is expected based on needs of the facility.

Travel

Some travel to satellite offices is expected for this position.

Required Education and Experience

• High school diploma.
• One year of administrative experience.

Preferred Education and Experience

• Two or more years of related work

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.