Inventory Control Specialist

Gem Supply Company; Orlando (FL); On-site; USD 25,000 - 39,000; Full time

Job summary

GEM Supply is seeking an Inventory Control Specialist in Orlando, FL to safeguard inventory accuracy and oversee timely execution of open purchase orders. This role acts as the on-site counterpart to the Buyer, ensuring counts match the system and shipments arrive as planned.

You will run cycle counts, investigate discrepancies, maintain PO records in the ERP, and coordinate with receiving and vendors to resolve issues, contributing to cost control and customer satisfaction.

Qualifications

• High school diploma or equivalent
• 2+ years in purchasing, inventory control, receiving, or a related administrative role
• Advanced Microsoft Excel — pivot tables, VLOOKUP/XLOOKUP, formulas, filtering, and comfort working in large data exports
• Demonstrated follow-up discipline: a track record of driving open orders and outstanding issues to resolution without being asked twice
• High accuracy in data entry and order processing
• Strong analytical and problem-solving skills, particularly in investigating discrepancies to root cause
• Excellent written communication and professional email correspondence with vendors
• Proven ability to manage competing priorities in a fast-paced environment
• Self-motivated and able to work independently with minimal supervision
• Dependable, with consistent follow-through on commitments and deadlines
• Quick learner who adapts easily to new systems and processes

Responsibilities

• Conduct cycle counts across assigned zones
• Reconcile discrepancies between physical counts and system records; process adjustments per policy
• Investigate shortages, overages, damaged goods, and missing stock; document root cause
• Flag items with chronic count variance, mis-slotting, or UOM/conversion errors for correction
• Support identification of dead stock, slow movers, and obsolete items for disposition review
• Serve as on-site verification for the Buyer when system data is in question
• Enter, release, and maintain purchase orders in ERP per policy
• Own daily open-PO and past-due reports; confirm vendor acknowledgments
• Follow up with vendors on delivery timelines, backorders, and substitutions
• Communicate with vendors by phone and email on order confirmations, pricing, delivery updates, returns
• Coordinate with receiving staff to verify incoming shipments
• Resolve quantity shortages, overages, damages, and mis-ships with vendor and warehouse
• Verify pricing and quantities on POs; research variances with Accounts Payable
• File and track vendor claims through to credit or replacement
• Review recurring reports on count accuracy and aging
• Perform other inventory and purchasing support duties

Skills

Analytical skills

Data accuracy

Vendor communication

Time management

Independent worker

Excel proficiency

Detail oriented

Education

High school diploma or equivalent

Tools

Microsoft Excel

DDI Inform

Advantive

Job description

Description

TITLE

Inventory Control Specialist

Department: Purchasing / Receiving · Reports To: Purchasing Manager · Full-Time, Non-Exempt (Hourly) · Orlando, FL — On-Site

JOB DESCRIPTION

GEM Supply is a Florida-based janitorial and facility supply distributor serving customers statewide. The Inventory Control Specialist is accountable for the accuracy of our inventory records and for the timely execution and follow-through of open purchase orders.

This is not a warehouse stocking role. The position runs cycle counts, investigates discrepancies to root cause, executes and tracks purchase orders issued under the Buyer's direction, and drives vendor follow-up on late and short shipments. It serves as the on-site operational counterpart to GEM's Buyer: the Buyer decides what and how much to buy; this role ensures those orders land correctly, the physical count matches the system, and problems surface before they reach a customer.

Inventory Accuracy

• Conduct scheduled cycle counts and periodic physical inventories across assigned zones
• Reconcile discrepancies between physical counts and system records; process adjustments per company policy
• Investigate shortages, overages, damaged goods, and missing stock; document root cause and recurring patterns
• Flag items with chronic count variance, mis-slotting, or UOM/conversion errors for correction
• Support identification of dead stock, slow movers, and obsolete items for disposition review
• Serve as on-site verification for the Buyer when system data is in question

Purchase Order Execution & Expediting

• Enter, release, and maintain purchase orders in the ERP per the Buyer's direction and company procurement policy
• Own the daily open-PO and past-due reports; confirm vendor acknowledgments and monitor ship dates
• Follow up proactively with vendors on delivery timelines, backorders, and substitutions; raise at-risk orders to the Buyer and Sales
• Communicate with vendors by phone and email on order confirmations, pricing, delivery updates, returns, and claims

Receiving & Discrepancy Resolution

• Coordinate with receiving staff to verify incoming shipments against purchase orders
• Resolve quantity shortages, overages, damages, and mis-ships with the vendor and warehouse
• Verify pricing and quantities on POs; research and resolve variances between orders, receipts, and invoices with Accounts Payable
• File and track vendor claims through to credit or replacement

Records & Reporting

• Review recurring reports on count accuracy, open PO aging, and discrepancy trends
• Perform other inventory and purchasing support duties as assigned

How Success Is Measured

• Cycle count accuracy by zone
• Open PO past-due aging
• Time to resolve receiving discrepancies
• Reduction in recurring discrepancy root causes

Requirements

JOB REQUIREMENTS

Required

• High school diploma or equivalent
• 2+ years in purchasing, inventory control, receiving, or a related administrative role
• Advanced Microsoft Excel — pivot tables, VLOOKUP/XLOOKUP, formulas, filtering, and comfort working in large data exports
• Demonstrated follow-up discipline: a track record of driving open orders and outstanding issues to resolution without being asked twice
• High accuracy in data entry and order processing
• Strong analytical and problem-solving skills, particularly in investigating discrepancies to root cause
• Excellent written communication and professional email correspondence with vendors
• Proven ability to manage competing priorities in a fast-paced environment
• Self-motivated and able to work independently with minimal supervision
• Dependable, with consistent follow-through on commitments and deadlines
• Quick learner who adapts easily to new systems and processes

Preferred

• Wholesale or distribution environment experience
• Experience with a distribution ERP or WMS (DDI Inform, Advantive, or comparable)
• Jan/san, MRO, packaging, or industrial product knowledge
• Exposure to K-12, government, or public-sector purchasing cycles

Work Environment & Physical Requirements

• Primarily office-based, with regular computer, email, and Excel use throughout the day
• Frequent movement between the office and warehouse floor to conduct counts, verify stock, and coordinate with receiving
• Must be able to move about a warehouse environment, access stock on racking, and occasionally lift up to 25 lbs
• On-site in Orlando, FL; this position is not eligible for remote work