Procurement Support Specialist

About the Role:

We are seeking a skilled Procurement Support Specialist to join our team. This role involves managing the procurement process, including vendor and purchase order management, data accuracy, and inventory tracking.

Key Responsibilities:

• Vendor & Purchase Order Management
  • Email & Vendor Communication
    • Monitor and respond to supplier emails promptly.
    • Communicate regularly with 10–15 vendors weekly, ensuring inquiries are acknowledged within one hour whenever possible.
    • Oversee AI automation for vendor communication, ensuring automated follow-ups and email handling function correctly.
  • Purchase Order Tracking & Updates
    • Track and follow up on all purchase orders (POs) generated in our system, adding detailed status notes.
    • Collaborate with the procurement lead, who will generate POs initially, while you complete follow-up steps.
    • Escalate any order discrepancies, missing information, or technical issues to management.
    • Update PO changes (e.g., pricing adjustments) in both SOS Inventory (ERP system) and our procurement platform.
• Data Accuracy & System Checks
  • Verification & Error Prevention
    • Verify that PO details—quantities, pricing, payment terms, and shipping terms—match across all platforms.
    • Identify and correct discrepancies such as pricing mismatches, weight errors, or incorrect payment/shipping terms.
  • Receiving & Documentation
    • Review receipts to confirm goods delivered match the order.
    • Flag and resolve shortages or unresolved items.
  • Pricing Matrix Maintenance
    • Maintain and update the pricing matrix in Sleek Flow with supplier quote updates received via email.
    • Track raw material costs and lead times.
• Inventory Reporting & Tracking
  • Generate and distribute weekly inventory reports from SOS Inventory, highlighting materials pending release.
  • Identify and report discrepancies such as incorrect transfer amounts between locations.
  • Monitor materials in quarantine or pending transfer to ensure timely movement.
  • Collaborate with warehouse and receiving teams to resolve inventory concerns and improve accuracy.
• Logistics Coordination
  • Partner with the warehouse and receiving teams to ensure smooth movement of goods.
  • Communicate with third-party logistics (3PL) providers to schedule and confirm product pickups when ready.
  • Follow up daily with the 3PL to ensure pickups are scheduled promptly, particularly during busy periods.
  • Provide the team with relevant pickup details (product readiness, pallet count, pickup location) so they can finalize truck scheduling and shipping labels.
  • Address and resolve any scheduling conflicts or delivery delays, managing approximately 5–10 pickups per week.
• Adhoc Project Support
  • Assist in various procurement and inventory-related projects as assigned.
  • Complete data entry tasks, such as updating inventory records based on Excel forms from warehouse counts.
  • Support production paperwork needs, including filling out specific Excel forms as directed.
  • Update bills of materials (BOMs) in the system as required, with full training provided.

Required Skills and Qualifications:

• Attention to Detail – Accurately manage data, documents, and purchase order information to prevent errors.
• Critical Thinking – Ability to work independently, troubleshoot challenges, and think creatively to find solutions.
• Procurement Experience – Background in procurement or purchasing support, preferably within the food industry, pharmaceutical manufacturing, or device and equipment sectors.
• Strong Communication – Confident in liaising with vendors, internal teams, and logistics partners.
• Tech-Savvy – Comfortable learning and working with ERP systems, procurement platforms, and inventory tracking tools.

Benefits:

• A dynamic and supportive team environment.
• Ongoing training and development opportunities.
• A competitive salary and benefits package.
• The opportunity to work with a growing organization and contribute to its success.

About Us:

We are a growing organization dedicated to providing exceptional service to our clients. We offer a range of services, including procurement support, inventory management, and logistics coordination. Our team is passionate about delivering high-quality results and building strong relationships with our clients.