Order Services and Purchasing Associate

Hoffman & Hoffman Inc; Greensboro (NC); On-site; USD 42,000 - 56,000; Full time

Job summary

HHY in Greensboro, NC is seeking an Order Services and Purchasing Associate to support sales order processing, inventory purchasing, and shipping coordination. The successful candidate will maintain accurate records, communicate clearly with sales, vendors, and warehouse teams, and manage multiple priorities.

Responsibilities include reviewing and approving sales orders, coordinating vendor purchases, monitoring stock levels, and ensuring timely shipment.

Qualifications

• High school diploma or equivalent.
• Experience in order processing, purchasing, inventory coordination, or related role preferred.
• Ability to maintain accurate records and multi-task.
• Clear written and verbal communication with sales, vendors and warehouse teams.
• Proficiency with Microsoft Office (Outlook, Excel).

Responsibilities

• Review and approve sales orders for accuracy and completeness.
• Verify customer orders against sales orders and vendor data.
• Resolve discrepancies with sales staff and obtain missing information.
• Enter and manage vendor purchase orders and acknowledgments.
• Coordinate shipments from warehouses and communicate delivery updates.
• Attach packing slips to purchase orders and maintain organized records.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Customer service

MS Excel

Outlook

NetSuite experience

ERP systems

Independent work

Team collaboration

Education

High school diploma

Tools

NetSuite

ERP software

Job description

Company: HHY
Location: Greensboro, NC
Department:Order Services / Purchasing
Reports To: Business Systems & Order Services Manager

Position Summary

HHY is seeking a detail-oriented and organized Order Services and Purchasing Associate to support sales order processing, inventory purchasing, and shipping coordination. This position helps ensure that customer orders are accurate, vendor purchases align with order requirements, and inventory is shipped from the appropriate warehouse. The ideal candidate is a strong communicator who can manage multiple priorities, maintain accurate records, and work closely with sales, vendors, and warehouse teams to keep orders moving efficiently.

Key Responsibilities

Sales Order Review and Maintenance

• Review and approve sales orders for accuracy and completeness in accordance with established procedures.
• Compare customer purchase orders with corresponding sales orders to verify that product information, quantities, pricing, shipping details, and other order requirements match.
• Work with sales staff to resolve discrepancies or obtain missing information before processing orders.
• Make necessary changes to previously approved sales orders, ensuring updates are documented and communicated to the appropriate parties.
• Review open sales order lines regularly to identify outstanding items, track order progress, and follow up on delays.

Purchasing and Inventory Support

• Purchase inventory based on established minimum and maximum stock levels, special requests, and order requirements.
• Prepare and enter vendor purchase orders accurately and assist sales staff with entering purchase orders through vendor websites.
• Review vendor order acknowledgments against purchase orders to confirm pricing, quantities, product details, and expected shipping dates.
• Coordinate with vendors and internal teams to resolve discrepancies in acknowledgments and purchase orders.
• Review open purchase order lines regularly and follow up with vendors on outstanding items, backorders, and delivery updates.

Shipping and Order Coordination

• Coordinate inventory shipments from warehouses based on customer ship-to locations, inventory availability, and delivery requirements.
• Communicate shipping notifications, tracking information, and changes in expected delivery dates to the sales team.
• Work with warehouse personnel, vendors, and sales staff to address shipping questions and support timely order fulfillment.
• Scan and attach vendor packing slips to the corresponding purchase orders, maintaining complete and organized records.

Qualifications

• High school diploma or equivalent required.
• Previous experience in order processing, purchasing, inventory coordination, sales support, or a related administrative role preferred.
• Strong attention to detail and the ability to accurately compare information across customer orders, sales orders, purchase orders, and vendor acknowledgments.
• Strong organizational and time-management skills, with the ability to prioritize competing requests and follow through on open items.
• Clear written and verbal communication skills and a customer-service mindset.
• Proficiency with Microsoft Office applications, including Outlook and Excel.
• Experience with enterprise resource planning (ERP), order management, or inventory management systems preferred.
• Experience using NetSuite to support daily business operations.
• Ability to navigate vendor websites and learn new systems and processes.
• Ability to work independently while collaborating effectively with sales, purchasing, and warehouse teams.

Success in This Role

• Sales orders and purchase orders are accurate, complete, and updated promptly.
• Inventory purchases support established stocking levels and special order needs.
• Order discrepancies and shipping delays are identified and communicated promptly.
• Sales staff receive timely updates on order status and shipping activity.
• Purchase order records include accurate supporting documentation.