Purchasing and Shipping Support Coordinator

Purchasing Support

• Monitor lunchroom and office supply inventory levels; prepare and execute purchases following established approval processes.
• Enter purchasing-related data into NetSuite, including purchase requests, receipts, and supporting documentation, under the direction of the Purchasing team.
• Monitor supplier purchase order acknowledgments and update order status records; follow up on missing acknowledgements as instructed.
• Check statuses on upcoming and open purchase orders using system reports and supplier portals; communicate potential delays or issues to the Purchasing team.
• Assist with assigning shipping and freight charges to purchase order receipts in NetSuite to support accurate cost tracking.
• File, scan, and organize purchasing and receiving documents, including purchase orders, acknowledgements, and packing slips, in accordance with record-retention requirements.
• Review and manage Outside Service Processes (OSP) purchase orders for products manufactured internally in coordination with the fabrication department.

Shipping, Freight Billing & Freight Auditing Support

• Receive, sort, and prepare freight invoices for processing; submit freight bills as individual records in compliance with Accounts Payable requirements.
• Perform freight bill auditing by comparing freight invoices to shipment documentation, purchase orders, and carrier agreements to identify errors such as duplicate charges, incorrect accessorial charges, rate discrepancies, or billing mismatches.
• Document freight invoice discrepancies and route issues to appropriate Purchasing, Shipping, or Accounting personnel for resolution.
• Track freight invoices through resolution to ensure timely correction, credit, or approval for payment.
• Maintain organized freight audit records, invoice documentation, and supporting files to support internal controls and audit readiness.
• Complete, file, scan, and maintain all required shipping paperwork, freight invoices, and packing slips to ensure documentation accuracy and compliance.
• Provide general administrative and clerical support to the Purchasing, Shipping & Receiving team as workload requires.
• Support outbound shipping activities as needed by preparing shipping paperwork and labels, confirming shipments in NetSuite, verifying order accuracy, and assisting with packaging tasks in accordance with customer and carrier requirements.

Qualifications and Skills

• High school diploma or GED required.
• Previous shipping and/or receiving experience preferred.
• Computer proficiency; working knowledge of Microsoft Outlook, Word, and Excel.
• Ability to safely operate basic warehouse equipment such as a pallet jack, two-wheel cart, staple gun, order picker, and manual bander (training provided as required).
• Ability to work independently while following established procedures and work instructions.
• Ability to perform repetitive tasks with a high level of accuracy and attention to detail.
• Must be able to lift up to 50 pounds.
• Reliable attendance and ability to work effectively as part of a team.
• Must be legally authorized to work in country of employment without sponsorship for employment visa status.