Purchasing Clerk

About the role

The Purchasing Clerk enters and manages high volumes of purchase orders in an ERP system to ensure consistent material availability and support ongoing production schedules. This role collaborates closely with engineering, production planning, and warehouse teams, as well as external suppliers, to align procurement activities with demand signals and project timelines.

Responsibilities

• Enter purchase orders accurately and efficiently, processing approximately 20–40 purchase orders per day, each with up to 100–150 line items, using manual data entry.
• Manage more than 200 purchase order lines weekly in SAP or similar ERP systems to ensure material availability and maintain supply continuity across multiple projects.
• Partner with engineering, production planning, and warehouse operations to align procurement activities with demand signals, production readiness, and project timelines.
• Adjust purchase order quantities, delivery dates, and priorities to maintain supply continuity and prevent production delays.
• Maintain and update material master data, including lead times, pricing, and specifications, to support accurate MRP and procurement planning.
• Investigate and resolve receiving discrepancies, supplier documentation issues, and invoice mismatches with vendors.
• Support monitoring of supplier performance metrics, including on-time delivery and lead time adherence.
• Track purchasing activity and support reporting of procurement and supplier performance data.
• Follow established standard work procedures and procurement guidelines to ensure consistency and compliance.
• Utilize Excel for data entry, tracking, and reporting, and Outlook for communication and coordination with internal teams and external suppliers.
• Communicate effectively via phone and email with internal stakeholders and suppliers to provide updates on orders, address issues, and ensure adherence to current processes.
• Maintain a high level of attention to detail to ensure data accuracy in purchase orders and related documentation.
• Multitask and manage time effectively to meet deadlines and handle multiple purchase orders and projects simultaneously.
• Demonstrate a driven attitude, strong work ethic, and willingness to hold individuals accountable to established processes.

Requirements

• At least 1 year of purchasing or buying experience.
• Hands-on experience with ERP systems; experience with D365 or SAP is highly beneficial.
• Proficiency in entering and managing purchase orders, including high-volume, multi-line orders.
• Experience maintaining and updating material master data such as lead times, pricing, and specifications.
• Ability to investigate and resolve receiving discrepancies, supplier documentation issues, and invoice mismatches.
• Strong communication skills, including the ability to communicate clearly with internal teams and external suppliers about order status, issues, and process adherence.
• Confidence in holding stakeholders accountable to current processes and standards.
• Proficiency with Excel for data entry, tracking, and basic reporting.
• Proficiency with Outlook for email communication and calendar coordination.
• Strong attention to detail and commitment to data accuracy.
• Effective multitasking and time management skills to meet deadlines in a fast-paced environment.
• Demonstrated driven attitude and strong work ethic.

Qualifications

• Experience with SAP for managing purchase orders and material master data.
• Experience with Microsoft Dynamics 365 (D365) or other modern ERP platforms.
• Experience in purchasing within a manufacturing or production-focused environment.
• Experience tracking and reporting procurement and supplier performance metrics, including on-time delivery and lead time adherence.
• Familiarity with standard work procedures and process-driven environments.
• Ability to collaborate effectively with cross-functional teams such as engineering, production planning, and warehouse operations.
• Interest in long-term career growth within a rapidly expanding organization.
• Ability to adapt to changing priorities and support multiple projects simultaneously.