Administrator, Purchasing

Kyocera Mita America; Two Bridges (NJ); On-site; USD 49,000 - 73,000; Full time

Benefits offered by this job

Medical, dental and vision plans

401k match

Flexible spending accounts

Disability and life insurance

Paid time off and holidays

Job summary

Kyocera Document Solutions America, Inc. is seeking a Purchasing Administrator to manage purchasing and inventory planning for items sourced from third-party suppliers and the KDC.

You will use PSI data to optimize orders, oversee the Oracle ERP lifecycle, monitor stock and backorders, and coordinate with internal teams to ensure timely deliveries and accurate reporting. Responsibilities include tariff reporting, freight invoice processing, and cost control.

Qualifications

• 5+ years in purchasing, procurement, inventory control, or related role.
• Hands-on PO management in an ERP from creation to closing.
• Knowledge of inventory concepts: safety stock, lead times, backorders.
• Experience verifying and processing supplier invoices (3-way match).
• Strong communication and ability to meet recurring deadlines.

Responsibilities

• Plan and place purchase orders for third-party and KDC items using PSI data.
• Manage full PO lifecycle in Oracle ERP from creation to closing.
• Monitor stock, backorders, and expedite orders as needed.
• Coordinate with suppliers and internal teams to resolve issues.
• Prepare tariff tracking, freight cost reports, and monthly summaries.
• Ensure timely invoice processing and cost control.
• Maintain item master and price lists; drive process improvements.

Skills

Communication skills

Time management

Detail-oriented

Problem solving

Proactive follow-up

Team collaboration

Education

Associate's or bachelor's degree

Tools

Excel (PivotTables, VLOOKUP)

Word

Outlook

Oracle ERP

Job description

Overview

When you join Kyocera Document Solutions America, Inc. you are joining an organization that is deeply rooted in the Philosophy of “doing what is right as a human being”. Through this Philosophy, our employees are passionate about providing best in class customer service through efficiency, accountability and a sense of urgency all while putting knowledge to work to drive change.

In addition, we’re a Great Place to Work… and we really mean it! Kyocera Document Solutions America, Inc. has been officially certified as a Great Place to Work since 2022. An organization earns this distinction when its employees have expressed their trust in the people they work for, have pride in what they do and enjoy the people they work with.

As a Purchasing Administrator, you will play a key role in keeping Kyocera Document Solutions America (KDA) supplied with the right products at the right time. You will manage the purchasing process for goods sourced mainly from third-party suppliers, as well as selected items from our parent company in Japan (KDC), using PSI (Purchase, Sales, Inventory) data to plan orders that prevent backorders and excess inventory. You will also support tariff reporting and process supplier and freight invoices accurately and on time.

Working closely with your Sales Operations teammates as well as Customer Support, Marketing, Logistics, Finance, and IT, you will make sure that orders, receipts, invoices, and reports are handled accurately and on schedule. You are organized, detail-oriented, and comfortable working with data and systems. You take ownership of your tasks, follow up proactively with suppliers and partners, and take the initiative to improve how things are done.

Responsibilities

Procurement & Inventory Planning

• Plan and place purchase orders for third-party items and selected KDC items, including software licenses, using PSI methodology, based on sales and transfer forecasts, on-hand and in-transit inventory, and target safety stock levels.
• Manage the full purchase order lifecycle in the ERP system (Oracle), from PO creation and approval through receiving and PO closing.
• Monitor stock levels and backorders, place additional orders when demand exceeds forecast, and support contingency actions (e.g., expedited orders, alternative sourcing) when supply disruptions occur.
• Communicate with third-party suppliers and KDC to confirm ETAs, track delivery schedules, and resolve order issues, escalating potential delays early.

Tariff Reporting & Logistics Support

• Prepare the monthly Tariff Tracking Report, and keep tariff and refund tracking files accurate and up to date.
• Support tariff refund processes by providing entry data to freight forwarders and tracking refund status.
• Share tariff-related updates received from freight forwarders with the manager and relevant teams.
• Arrange returns and carrier shipments (e.g., DHL, FedEx) for supplier-related issues.

Invoice Processing & Cost Control

• Verify and process supplier, intercompany, and freight forwarder invoices in Oracle on a weekly schedule (3-way match: PO / receiving / invoice).
• Monitor invoice aging and follow up with freight forwarders and logistics partners so that invoices arrive and are paid on time.
• Track freight and container costs for monthly reporting.
• Resolve discrepancies related to orders, deliveries, or payments, including credit/debit adjustments when needed.

Reporting, Data Management & Process Improvement

• Submit standard monthly reports on time (e.g., tariff, freight cost, open PO).
• Maintain accurate item master and price list data for third-party items.
• Proactively identify and implement improvements to purchasing processes, tools, and reports, including opportunities to reduce supplier lead times, and document procedures to ensure consistency.

Relationships

• Daily interactions with Sales Operations and Customer Support.
• Regular interactions with Marketing, Logistics, Finance, and IT.
• Regular interactions with the parent company in Japan.
• Regular interactions with third-party suppliers, freight forwarders, and carriers.

Qualifications

Required:

Purchasing & Inventory

• 5+ years of experience in purchasing, procurement, inventory control, or a related role within a corporate environment.
• Hands-on experience managing purchase orders in an ERP system, from PO creation through receiving and closing.
• Working knowledge of inventory concepts such as safety stock, lead times, and backorders.

Invoice Processing

• Experience verifying and processing supplier invoices, including 3-way matching (PO / receiving / invoice).

Systems

• Intermediate to advanced proficiency in Microsoft Excel, including PivotTables and lookup functions (e.g., XLOOKUP/VLOOKUP).
• Proficiency with Microsoft Word and Outlook.

Professional Skills

• Strong communication skills and the ability to follow up proactively with internal teams and external partners.
• Excellent task and time management skills, with the ability to meet recurring monthly and weekly deadlines.
• Detail-oriented with strong problem-solving skills and follow-through.

Preferred:

• Experience with Oracle (Purchasing, Receiving, Payables).
• Basic knowledge of import processes and tariffs (e.g., HTS codes, customs entries, duty refunds).
• Experience working with freight forwarders or customs brokers.
• Experience with PSI or demand/supply planning.
• Experience within the office product industry.
• Associate's or bachelor's degree.

The typical pay range for this role is $49,000 -$73,000. This pay range represents the base hourly rate or base annual full-time salary for all positions in the job grade within which this position falls. The actual base salary offer will depend on a variety of factors including experience, education, geography, and other relevant factors. This position may include a discretionary bonus based on performance.

Note

This is a general description of the duties and responsibilities most frequently required of this position. The company may from time to time request that the incumbent perform other related tasks and assume reasonable responsibilities that have not been specifically included in this description.

Kyocera Document Solutions America, Inc is a group company of Kyocera Document Solutions Inc., a global leading provider of total document solutions based in Osaka, Japan. The company’s portfolio includes reliable and eco-friendly MFPs and printers, as well as business applications and consultative services which enable customers to optimize and manage their document workflow, reaching new heights of efficiency. With professional expertise and a culture of empathetic partnership, the objective of the company is to help organizations put knowledge to work to drive change. Kyocera is looking for enthusiastic and innovative people to help our customers run their businesses more efficiently and more profitably. We offer a generous benefits package including medical, dental and vision plans, a 401k match, flexible spending, disability and life insurance, plus paid time off and holidays.

KYOCERA Document Solutions America, Inc. is an Equal Opportunity Employer,a VEVRAA Federal Contractor, and complies with all applicable federal, state, and local laws regarding nondiscrimination. Kyocera provides equal employment opportunities to all employees and applicants for employment without regard to race, color, national origin, religion, creed, disability, age, sex, sexual orientation, gender identity, protected veteran status, marital status, or familial status.