Purchase Order Clerk

Description:

Purpose of the role:
This role involves collaborating with vendors, internal departments, and the finance team to support the purchasing process. The successful candidate will be responsible for efficiently processing purchase orders and ensuring timely and accurate delivery of goods and services. They must possess excellent attention to detail, strong organizational skills, and the ability to work in a fast-paced environment.

Minimum requirements:
1. High school diploma or equivalent; Bachelor's degree in business administration or a related field is preferred.
2. Proven experience in a similar role, preferably in a fast-paced environment.
3. Strong knowledge of procurement processes, concepts, and best practices.
4. Proficient in using purchasing software, databases, and Microsoft Office Suite (Word, Excel, PowerPoint).
5. Excellent organizational skills with the ability to multitask and prioritize workload effectively.
6. Attention to detail and a high degree of accuracy in processing purchase orders.
7. Strong communication and interpersonal skills to collaborate with vendors and internal stakeholders.
8. Ability to work independently as well as part of a team, demonstrating a proactive and problem-solving attitude.
9. Familiarity with inventory management principles and practices.
10. Strong analytical and numerical skills for cost analysis and reporting purposes.

Key responsibilities:
1. Process purchase orders in accordance with established company policies and procedures.
2. Review purchase requisitions for accuracy, completeness, and proper authorization.
3. Verify product specifications, quantities, and pricing to ensure adherence to purchasing guidelines.
4. Coordinate with internal departments to identify their purchasing needs and facilitate the creation of accurate purchase orders.
5. Liaise with vendors to obtain quotes, negotiate pricing, and ensure competitive rates.
6. Collaborate with the finance team to ensure proper allocation of funds and timely payment of invoices.
7. Maintain accurate and up-to-date records of all purchase orders, invoices, and related documentation.
8. Proactively resolve any discrepancies or issues related to purchase orders, deliveries, or billing.
9. Monitor inventory levels and assist in maintaining appropriate stock levels to meet operational requirements.
10. Prepare regular reports on purchasing activities, including order status, lead times, and cost analysis.
11. Stay updated on industry trends and market conditions to identify potential cost-saving opportunities.