Purchasing Specialist

Aston Carter; Washington; On-site; USD 60,000 - 85,000; Full time

Job summary

Aston Carter is seeking a Purchasing Specialist to support a midsize distribution firm by managing imports, purchase orders, inventory replenishment, vendor communication, shipment tracking, and ERP transactions in a fast-paced environment. The role emphasizes accurate purchasing, supply continuity, and clear visibility of inbound shipments and inventory to internal teams.

Candidates should bring hands-on ERP experience and strong analytical skills.

Qualifications

• 3+ years of experience in import logistics and shipment tracking.
• Experience with inventory control and order management in distribution/warehouse.
• ERP experience: Acumatica, NetSuite, NetStock, including PO entry.
• Vendor management: lead times and delivery commitments.
• Strong PO administration from creation to receipt.
• Knowledge of warehouse operations and inbound receiving.
• Proficient in Excel and Power BI for reporting.
• Effective communication with vendors and internal teams.

Responsibilities

• Review inventory levels and determine PO release quantities.
• Align PO releases with demand trends and forecasts to maintain stock.
• Maintain PO data from creation through receipt in the ERP.
• Monitor open POs and address delays to maintain supply continuity.
• Coordinate with vendors on availability and lead times.
• Track vendor delivery commitments and follow up to keep on schedule.
• Assist in import documentation and coordination with freight forwarders.
• Track inbound shipment status and provide visibility to stakeholders.
• Collaborate with receiving to verify quantities and post receipts.
• Leverage ERP and reporting tools for replenishment decisions.
• Communicate status updates to warehouse, logistics, and customer service.

Skills

Import logistics

Inventory management

ERP systems

Vendor management

PO administration

Excel

Power BI

Attention to detail

Communication

Multitasking

Tools

Acumatica

NetSuite

NetStock

Excel

Power BI

Job description

Job Description

Job Description

Job Title: Purchasing Specialist

Job Description

This role supports a midsize distribution firm by managing imports, purchase orders, inventory replenishment, vendor communication, shipment tracking, and ERP transactions in a fast-paced distribution environment. The Purchasing Specialist ensures accurate and timely purchasing activities, maintains continuity of supply, and provides clear visibility of inbound shipments and inventory status to internal stakeholders.

Responsibilities

• Review inventory levels and run reports to determine appropriate purchase order release quantities.
• Align purchase order releases with demand trends, customer forecasts, and production needs to maintain optimal stock levels.
• Maintain accurate purchase order data from creation through receipt, ensuring all information is current and correct.
• Monitor open purchase orders, identify delays or issues, and elevate concerns when necessary to maintain continuity of supply.
• Coordinate with vendors on product availability, lead times, and product readiness to support reliable replenishment.
• Track vendor delivery commitments and follow up regularly to keep orders on schedule.
• Support vendor onboarding by confirming product details and ensuring accurate vendor and item setup in the system.
• Assist in managing the direct import process by supporting documentation flow and coordinating with freight forwarders.
• Track inbound shipment status, including inbound freight, container schedules, and shipment milestones, and provide accurate visibility to internal departments.
• Assist with non-stock purchases by confirming vendor details, tracking shipment timelines, and escalating delays or issues to the Purchasing Manager.
• Assist with import documents, shipment details, and required filings to support compliant and timely imports.
• Enter, maintain, and track purchase orders from creation through receipt in the ERP system.
• Monitor open purchase orders and assist in releasing quantities based on inventory targets and operational needs.
• Expedite urgent or delayed orders to prevent stockouts and maintain service levels.
• Collaborate with vendors and the Purchasing Manager on pricing, ship dates, and quantity changes to optimize cost and availability.
• Coordinate with receiving to verify quantities of received items, build shipping receivers, and post receipts to inventory.
• Maintain accurate shipment and arrival information in Acumatica or other ERP systems.
• Help resolve discrepancies between purchase orders, packing lists, and inventory records by investigating and correcting data.
• Leverage ERP and reporting tools to support demand planning, replenishment analysis, and purchasing decisions.
• Communicate effectively with internal teams such as warehouse, logistics, and customer service to share updates on inbound shipments and inventory status.

Essential Skills

• 3+ years of experience supporting import logistics and shipment tracking preferred.
• Experience with inventory control, inventory management, and order management in a distribution or warehouse environment.
• Hands-on experience with ERP systems such as Accumatica, NetSuite, or NetStock, including purchase order entry and maintenance.
• Proficiency in vendor management, including communication on availability, lead times, and delivery commitments.
• Strong skills in purchase order administration from creation through receipt.
• Working knowledge of warehouse operations and inbound receiving processes.
• Experience with international shipments and inbound logistics, including documentation and coordination with freight forwarders.
• Proficiency in Microsoft Excel, including VLOOKUP and pivot tables, to run reports and analyze data.
• Ability to use Power BI or similar tools for reporting and analysis related to purchasing and inventory.
• Strong analytical skills to interpret demand trends, customer forecasts, and production needs for replenishment decisions.
• Attention to detail and accuracy when maintaining PO data, shipment information, and inventory records.
• Effective written and verbal communication skills for interacting with vendors and internal teams.
• Ability to manage multiple open purchase orders and prioritize tasks in a fast-paced environment.

Additional Skills & Qualifications

• Experience in a distribution environment handling imports, replenishment, and vendor communication.
• Industry experience in demand planning, logistics, and buyer or purchasing support roles.
• Familiarity with NetStock or similar inventory planning tools.
• Experienc