Job Description

The Purchasing Associate (Level 1) supports the purchasing department by assisting with the creation, tracking, and maintenance of purchase orders, monitoring inventory levels, reviewing data for accuracy, and communicating with vendors to ensure timely and cost-effective delivery of goods. This entry-level role focuses on developing foundational purchasing skills, supporting senior staff, and ensuring continuity of product flow across the business.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Assist in issuing purchase orders for re-buys, new items, and replenishment needs as directed by senior purchasing staff.

Review inventory and sales data to help maintain proper stock levels and avoid out-of-stock situations.

Update purchase order details (pricing, shipping dates, packing changes) under guidance from Merchandisers/Brand Managers.

Monitor open purchase orders and follow up with vendors on delivery status.

Communicate with vendors to confirm order information, shipment schedules, and resolve basic issues such as delays or quantity discrepancies.

Support the team in maintaining vendor records, product libraries, and performance documentation.

Help build and maintain positive vendor relationships through timely communication and adherence to company procedures.

Assist in gathering and updating price information for products and vendors.

Track and document price changes and communicate updates to Merchandisers/Brand Managers.

Review invoices for accuracy; assist in resolving discrepancies between purchase orders, receiving, and invoices before routing for approval.

Monitor shipment statuses and help ensure goods arrive on time.

Coordinate with the Receiving Department regarding incoming goods, discrepancies, and required documentation.

Review shipping notices, confirmations, and related documents to verify accuracy.

Collect and analyze product, stock, and vendor data to assist with purchasing decisions.

Maintain accurate records of purchase orders, pricing, and shipment details.

Support the preparation of purchasing reports, vendor evaluations, and performance summaries.

Secondary / Administrative Duties

Enter freight invoices, pro-rate fees, or update system data as needed after training.

Ensure compliance with purchasing policies, safety standards, and corporate guidelines on business ethics.

Provide occasional front desk coverage or general administrative support when required.

Cover for other members of the Purchasing Department as and when required.

Other duties as assigned

JOB QUALIFICATION REQUIREMENTS

1. Bachelor's degree in a relevant field (Business, Supply Chain, Operations Management, or related) is required.

2. Relevant procurement or purchasing experience is a plus but not required.

3. Knowledge of US import procedures

4. Knowledge of classifying goods using Harmonized Tariff Schedule.

5. Negotiation skills

6. Computer skills: (Microsoft Outlook, above average Excel experience, Word) - ERP Systems experience like Advantage, NetSuite, Oracle and/or Supply Chain Planning Systems like GAINS, a plus

7. Strong organization skills

8. Strong written and verbal communication skills

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

401(k) 401(k) matching Health insurance Paid time off
Work Location: In person