Purchasing Clerk - FF

Job Title: Purchasing Clerk

Position Summary

The Purchasing Clerk is responsible for providing clerical and administrative support to the Purchasing Department by preparing purchase orders, maintaining purchasing records, communicating with suppliers, verifying invoices, and assisting with procurement activities. This position ensures accurate purchasing documentation, timely processing of purchase requests, and supports manufacturing operations by maintaining organized purchasing records and monitoring inventory levels. The Purchasing Clerk performs duties in accordance with company policies, ISO 9001, AS9100, ITAR, and other applicable quality and regulatory requirements.

Job Summary

Key Responsibilities

• Perform clerical and administrative duties related to purchasing and procurement activities.
• Review purchase requisitions for accuracy and prepare purchase orders. 
• Process and distribute purchase orders to approved suppliers.
• Maintain purchasing files, vendor records, and procurement documentation. 
• Enter purchasing files, vendor records, and procurement documents. 
• Enter purchase orders, vendor information, and pricing into the ERP/MRP system. 
• Check inventory records and coordinate with the warehouse to determine material availability before placing orders. 
• Obtain supplier quotations and compare pricing, specifications, and delivery schedules. 
• Communicate with suppliers regarding quotations, purchase orders, deliveries, and shipment status. 
• Follow up on open purchase orders to ensure timely delivery.
• Verify supplier invoices against purchase orders and receiving documentation for accuracy. 
• Assist Accounting with invoice discrepancies when needed. 
• Maintain records of materials purchased, pricing, and delivery information. 
• Support inventory cycle counts and inventory accuracy. 
• Maintain confidentiality of purchasing, pricing, and supplier information. 
• Perform other purchasing and administrative duties assigned. 
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• related purchasing documents.
• Compile and compare supplier quotations based on pricing, specifications, quality, delivery, and service.
• Communicate with suppliers regarding quotations, purchase orders, order confirmations, delivery schedules, and late shipments.
• Follow up on open purchase orders to ensure timely delivery of materials and services.
• Maintain records of purchased materials, supplier pricing, inventory transactions, and delivery schedules.
• Verify supplier invoices against purchase orders and receiving documentation for accuracy before submitting for payment.
• Assist Accounting in resolving invoice discrepancies and vendor payment issues.
• Enter product and purchasing information into inventory management systems.
• Perform cost calculations, pricing extensions, discounts, and purchasing data entry using company software.
• Assist in comparing supplier pricing, specifications, quality, and delivery performance to support purchasing decisions.
• Support inventory cycle counts and inventory accuracy initiatives.
• Maintain confidentiality of purchasing, pricing, supplier, and company information.
• Assist with special purchasing projects and perform other duties as assigned.
• Follow all Quality Management System (QMS) procedures in accordance with ISO 9001 and AS9100 standards.
• Maintain purchasing records in accordance with document control requirements.
• Ensure purchasing documentation is complete, accurate, and properly retained.
• Assist in maintaining supplier records and Approved Supplier List (ASL) documentation.
• Support internal and external quality audits by providing purchasing records and documentation.
• Promote continuous improvement through accurate recordkeeping and adherence to purchasing procedures.
• Comply with company policies, safety procedures, and all applicable regulatory requirements.

Qualifications

• High School Diploma or GED required.
• Associate degree in Business Administration, Supply Chain Management, or a related field preferred.
• One to three years of purchasing, procurement, clerical, administrative, or manufacturing experience preferred.
• Experience working in a manufacturing environment is preferred.
• Experience using ERP/MRP purchasing software is preferred.
• Proficient in Microsoft Office, including Excel, Outlook, and Word.
• Strong organizational, recordkeeping, and data entry skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple assignments and meet deadlines.
• Strong attention to detail and accuracy.
• Basic understanding of purchasing procedures, inventory control, and supplier relations.
• Ability to perform mathematical calculations involving pricing, discounts, and quantities.
• Ability to work independently and as part of a team while maintaining confidentiality.

Equal Employment Opportunity