Purchasing Specialist

Position Overview

Ultimate Staffing is actively seeking a dedicated Purchasing Specialist to join their client's team in Atwater. This role involves managing day-to-day purchasing operations, ensuring seamless procurement processes, and maintaining efficient communication with vendors and internal departments. The ideal candidate will possess strong organizational skills and a keen eye for detail.

Responsibilities

The Purchasing Specialist is responsible for executing day-to-day purchasing operations, including but not limited to:

• End-to-End Purchasing Execution
  • Receive and process purchase requisitions (PRs) from internal departments.
  • Prepare and place purchase orders (POs) in SAP in alignment with approved pricing, lead times, and operational requirements.
  • Obtain and review vendor order confirmations to ensure materials and services are scheduled as requested.
  • Monitor order status end-to-end (confirmation, shipment, delivery, receiving, goods receipt, and invoice processing).
  • Proactively expedite orders and communicate risks or delays to Planning, Operations, QA, and Accounts Payable as needed.
• Receiving, Documentation & Invoice Resolution
  • Request, review, and verify shipping documentation (BOLs, packing slips, COAs, lab results, and other required documents).
  • Ensure timely and accurate goods receipt (GR) postings in SAP in coordination with receiving teams.
  • Resolve invoice discrepancies and provide appropriate accounting instructions for price, quantity, tax, and other variances.
  • Support Accounts Payable to ensure accurate and timely invoice processing.
• Rejected Materials & Credit Recovery
  • Coordinate documentation for rejected or non-conforming materials (photos, COAs, packing slips, inspection results, etc.).
  • Initiate return orders, debit memos, or credit requests as applicable.
  • Drive credit recovery follow-up with vendors until resolution and closure.
• Vendor & Material Setup Support
  • Initiate and track new vendors and new material setup requests until completion.
  • Support with collecting and routing required supplier documentation in partnership with QA and other stakeholders per established approval workflows and SOPs.
• Cross-Functional Coordination
  • Partner daily with Planning, Operations, QA, Maintenance, and Accounts Payable to support production continuity and service levels.
  • Communicate clearly and proactively to prevent material shortages, resolve discrepancies, and minimize operational disruptions.
• Documentation Control & Audit Readiness
  • Maintain accurate and organized purchasing records in SAP and approved document repositories (e.g., ShareFile), including confirmations, packing slips, rejection packets, and invoice back-up.
  • Execute all work in compliance with department SOPs, SOX controls, and internal or third-party audit requirements.
  • Review open purchase orders regularly to ensure timely receipt, closure, or cancellation.
• Operational Tracking & Continuous Improvement Support
  • Maintain purchasing trackers (open PO status, confirmation timeliness, invoice issue logs) and provide clean, accurate inputs for KPI reporting.
  • Participate in Procurement Operations standard work updates, including SOPs, templates, and tracker improvements.
  • Support the Purchasing Manager with operational or administrative tasks as assigned.

Qualifications

Experience, Knowledge, & Skills You Bring:

• Prior experience in an administrative, purchasing, or supply chain role preferred.
• Strong organizational, time management, and follow-through skills.
• Ability to work independently while collaborating effectively in a team environment.
• Clear and professional written and verbal communication skills.
• Proficiency in Microsoft Office; working knowledge

  All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.