Buying Clerk

Position Summary

The Buying Clerk provides administrative and operational support to the Purchasing team to ensure accurate order processing, item maintenance, and vendor communication. This role plays a key part in maintaining product availability, accurate system data, and smooth coordination between vendors, warehouse, and accounting. This position is ideal for a detail-oriented individual looking to begin a career in purchasing or supply chain within a fast-paced food wholesale environment.

Key Responsibilities

• Purchase Order Processing
  • Enter and process purchase orders accurately and timely.
  • Confirm order details including pricing, quantities, and delivery dates.
  • Track open purchase orders and follow up on late or incomplete shipments.
  • Assist with resolving invoice discrepancies.
• Item & System Maintenance
  • Set up new items in internal system (costs, pack size, UPCs, vendor info).
  • Maintain accurate product data including cost changes and descriptions.
  • Update pricing and promotional information as directed by Buyer.
• Vendor & Internal Communication
  • Communicate with vendors regarding order confirmations and availability.
  • Coordinate with warehouse on delivery schedules and receiving issues.
  • Assist in resolving product shortages or substitutions.
  • Address and process any accounting issues.
• Inventory Support
  • Run daily inventory and sales reports.
  • Flag potential out-of-stocks or overstocks to Buyer.
  • Support shrinks reporting and documentation.
• Administrative Support
  • Maintain vendor files and contracts.
  • Prepare reports and spreadsheets for Buyers and management.
  • Assist with special projects as assigned.

Qualifications

• High school diploma or equivalent (associate degree preferred).
• 1–2 years administrative, purchasing, or office experience preferred.
• Strong attention to detail and data accuracy.
• Proficiency in Microsoft Excel.
• Ability to multitask in a fast-paced, deadline-driven environment.
• Strong communication and organizational skills.

Work Environment

• Office-based within a wholesale distribution setting.
• Frequent communication with warehouse and vendors.
• Fast-paced, high-volume purchasing environment.