Purchase Order Fulfillment Specialist

Mac Papers and Packaging; Jacksonville (FL); On-site; USD 52,000 - 70,000; Full time

Job summary

Mac Papers + Packaging in Jacksonville, FL is seeking a Purchase Order Fulfillment Specialist to manage PO activity for a supplier group and support the PO lifecycle from placement to invoicing. You will maintain PO data, follow up with suppliers, track past-due orders, and resolve invoice-to-PO variances.

The role requires strong analytical skills, proficiency in Excel and ERP systems, and excellent communication and negotiation abilities to coordinate with internal teams and suppliers.

Qualifications

• Bachelor’s degree in Supply Chain Management, Business Administration, Economics, or a related field is preferred.
• 2+ years of experience in procurement, supply chain, or purchasing is required; distribution or logistics experience preferred.
• Strong analytical skills and proficiency in Excel and ERP systems.
• Excellent communication and negotiation skills.
• Ability to work cross-functionally and manage multiple priorities in a fast-paced environment.
• Knowledge of sourcing strategies, contract terms, and supplier relationship management.
• Knowledge of procurement best practices, industry trends, and regulations.
• Must be able to read and communicate in English.

Responsibilities

• After POs have been placed, track supplier PO status, open order activity, delivery updates, cost changes, and invoice-related issues.
• Build strong relationships with assigned suppliers and internal partners.
• Ensure PO data is updated accurately and timely (costs, delivery dates, quantities, confirmations).
• Collaborate with buying and sourcing to address supply gaps.
• Communicate delays, discrepancies, or supplier concerns with management and stakeholders.
• Resolve cost discrepancies with Sourcing, MDM, and internal teams.
• Research and resolve Medius invoice-to-PO variances for assigned suppliers.
• Identify recurring invoice variance trends and communicate for process improvement.

Skills

Analytical skills

Excellent communication

Negotiation skills

Cross-functional collaboration

Education

Bachelor's degree in Supply Chain Management, Business Administration, Economics, or related field

Tools

Excel

ERP systems

Job description

The Purchase Order Fulfillment Specialist is responsible for managing purchase order activity for an assigned group of suppliers within a specific line of business. This role supports the purchase order lifecycle, after orders are placed, ensuring POs are accurately maintained, supplier follow-up is completed, past-due orders are tracked, cost updates are processed, and invoice-to-PO variances are resolved in a timely manner.

(This is meant to be a guide. Duties may vary dependent upon management.)

Essential Position Functions

Purchase Order Management

• After POs have been placed by the buying team, serve as the primary owner for tracking supplier PO status, open order activity, delivery updates, cost changes, and invoice-related issues.
• Build strong working relationships with assigned suppliers and internal business partners.
• Ensure PO data is updated accurately and in a timely manner, including changes related to costs, delivery dates, quantities, supplier confirmations, and other required order details.
• Collaborate with buying and sourcing team to address potential supply gaps.
• Communicate proactively with the manager and internal stakeholders regarding delays, discrepancies, or supplier concerns.
• Partner with Sourcing, MDM, and other internal stakeholders to resolve cost discrepancies.
• Research and resolve Medius invoice-to-PO variances for assigned suppliers.
• Identify recurring invoice variance trends or process deviations and communicate them to the manager for process improvement or supplier follow-up.

Drop Ship PO Support

• Placing drop ship purchase orders for assigned 100% drop ship suppliers.
• Ensure drop ship POs are processed accurately, completely, and within required timelines.
• Receive POs and collaborate with customer service in a timely manner to allow for timely billing of drop ships
• Partner with internal teams to resolve issues impacting order flow, supplier execution, or customer/order fulfillment.
• Other duties as assigned.

This job description is intended to describe the general nature, complexity and level of work to be performed by employees assigned to this position, and is not to be construed as an exhaustive list of responsibilities, duties and/or skills required. It does not prescribe or restrict the work that may be assigned. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the company.

Education And/or Experience

• Bachelor’s degree in Supply Chain Management, Business Administration, Economics, or a related field is preferred.
• 2+ years of experience in procurement, supply chain, or purchasing is required; experience in a distribution or logistics environment preferred.
• Strong analytical skills and proficiency in Excel and ERP systems.
• Excellent communication and negotiation skills.
• Ability to work cross-functionally and manage multiple priorities in a fast-paced environment.
• Knowledge of sourcing strategies, contract terms, and supplier relationship management.
• Knowledge of procurement best practices, industry trends, and regulations.
• Strong attention to detail and organizational skills.
• Must be able to read and communicate in English, for safe and effective performance of the job and business operations.
• Must be able to work alone, and with a team.
• Must be able to pass a drug screen and criminal background check.

Work Environment

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Regularly required to walk and stand continuously for long periods of time.
• Talk or hear, both in person and by telephone.
• Reach with hands and arms.
• Repetitive bending, twisting.
• Specific vision requirements include close vision, distance vision and the ability to adjust focus.
• Lift up to 25 lbs.

Mental Demands

• Regularly required to use written and oral communication skills.
• Will interact regularly with managers and staff.
• Must be able to work independently with little supervision.

Work Environment

• Employee works primarily in an office environment, and the noise level is typically quiet.

Mac Papers + Packaging is an equal opportunity employer and makes employment decisions without regard to age, race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status or any other protected category.