Purchasing Clerk

American Greetings Corporation; Greeneville (TN); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading greeting card company in Greeneville, Tennessee, is seeking a Purchasing Clerk to support procurement processes. The role involves executing and managing purchase orders, interacting with suppliers, and collaborating with internal departments to ensure timely material delivery. Candidates should have strong attention to detail and communication skills. Knowledge of ERP/MRP systems is a plus. This position plays a critical role in maintaining accurate procurement records and facilitating smooth operations.

Qualifications

• Strong communication skills for effective supplier interaction.
• Excellent attention to detail for managing procurement records.
• Problem-solving abilities to handle discrepancies and issues.
• Proficient time management to expedite urgent orders.

Responsibilities

• Create and manage purchase orders based on demand.
• Monitor open POs and follow up on order statuses.
• Reconcile receiving discrepancies with quality departments.
• Maintain accurate procurement records in ERP systems.
• Coordinate with internal teams to ensure material availability.

Skills

Communication skills

Attention to detail

Problem-solving skills

Time management

Tools

ERP/MRP systems

Job description

The Purchasing Clerk supports the procurement function by executing purchase orders from initial request through invoice payment. This role ensures timely delivery of materials, maintains accurate procurement records, and collaborates with suppliers, internal departments, and accounts payable.

ESSENTIAL DUTIES & RESPONSIBILITIES

Purchase Order (PO) Execution

• Create, issue, and manage purchase orders based on approved requisitions and material demand.
• Verify pricing, terms, quantities, and lead times prior to PO issuance.
• Monitor open POs for supplier confirmation, shipment, and delivery.
• Follow up with suppliers on order status, delivery updates, backorders, and discrepancies.
• Expedite urgent or critical orders to meet production schedules.

Supplier Interaction & Support

• Maintain communication with suppliers regarding shipment issues, shortages, delays, or quality concerns.
• Request quotes, updated pricing, and lead-time information as needed.
• Assist in supplier performance tracking by documenting delivery accuracy and responsiveness.

Receiving, Invoicing & Payment Support

• Reconcile receiving discrepancies with Receiving and Quality departments.
• Work with Accounts Payable to resolve invoice variances, pricing errors, or payment holds.
• Ensure timely closure of POs and completion of payment-cycle steps.

Data Management & Reporting

• Maintain accurate procurement records in ERP/MRP systems.
• Update supplier data, item master information, and PO status notes.
• Generate routine reports such as open orders and late shipments.
• Support audits and compliance activities by providing documentation as needed.

Cross-Functional Collaboration

• Coordinate with Production Planning, Operations, Engineering, and Inventory Control to support material availability.
• Communicate delays or material risks to internal stakeholders.
• Assist the Purchasing team with additional sourcing or procurement tasks.