Category Specialist (Produce Procurement)

Topco Associates•Itasca, IL

3d•Hybrid

About The Position

Topco Associates is hiring a Category Specialist to join its Produce Team in Itasca, Illinois. This is a hybrid role, with work conducted in the Itasca office three days per week and virtually two days per week. Topco provides solutions to its member owners, regional retailers, and wholesalers to help them achieve a competitive advantage. The Category Specialist coordinates procurement and administrative activities, including processing purchase orders, maintaining item information, coordinating pricing and promotional updates, and managing vendor documentation. The role is also a primary point of contact for routine order-related questions and issues, working with members, suppliers, and carriers to support accurate, timely transactions and service. This position is suited to someone early in their career who enjoys working with people, managing details, and keeping processes organized. It offers hands-on experience with purchasing systems, supplier relationships, and category operations.

Requirements

High school diploma or equivalent.
Approximately one year of experience in customer service, administrative support, order processing, retail, or a related field; equivalent experience or transferable skills will also be considered.
Strong attention to detail and ability to process information accurately.
Effective written and verbal communication skills and ability to interact professionally with members, suppliers, carriers, and internal colleagues.
Strong organizational and time management skills, including the ability to manage multiple priorities and meet deadlines.
Basic proficiency in Microsoft Office applications, particularly Excel and Word.
Comfort working with business systems and technology, and ability to learn new applications and processes.
Dependable, service-oriented approach, strong follow-through, and willingness to take ownership of assigned responsibilities.

Nice To Haves

Associate's or bachelor's degree in Business, Supply Chain, Marketing, or a related field.
Experience in customer service, purchasing, procurement, order management, or administrative operations.
Familiarity with enterprise resource planning (ERP) systems, customer relationship management (CRM) tools, or other business applications.
Experience working with spreadsheets, data entry, or routine business reporting.

Responsibilities

Process and manage purchase orders accurately and within established timelines, coordinating with suppliers, members, and carriers to support timely product delivery.
Coordinate item setup and maintenance, ensuring product information and related documentation are complete and accurate.
Process pricing updates, promotional information, and other category-related changes in business systems.
Support inventory and product availability coordination by communicating order updates, identifying discrepancies, and following up on outstanding items.
Maintain accurate purchasing and category information to support efficient operations and reliable reporting.
Coordinate routine procurement activities and provide day-to-day operational support to Category Managers and other team members.
Serve as a primary point of contact for routine purchase order and transaction-related questions from members, suppliers, and carriers.
Follow up on orders, deliveries, and outstanding issues to confirm appropriate handling and resolution.
Communicate order updates, discrepancies, and other relevant information promptly and professionally.
Partner with members, suppliers, carriers, and Topco Accounting to research and resolve routine billing and invoicing discrepancies.
Recognize issues requiring additional attention and escalate complex matters to the appropriate Category Manager or internal partner.
Build productive working relationships by providing responsive, accurate, and dependable service.
Coordinate completion and submission of required documentation for new supplier setup and approval.
Maintain supplier records and monitor documentation to help ensure vendors meet Topco requirements, including Product Supply Agreements, Certificates of Insurance, and applicable food safety documentation.
Follow up with suppliers to obtain outstanding documentation and address administrative requirements.
Work with internal stakeholders to support supplier onboarding and ongoing compliance processes.
Prepare and maintain reports, spreadsheets, and other documentation used to support category operations and business planning.
Coordinate materials and information for member and supplier business reviews and planning sessions.
Use systems and reporting tools to research information, identify discrepancies, and support day-to-day business needs.
Share knowledge, document processes, and help onboard and train new Category Specialists as needed.
Take ownership of assigned activities and support additional projects and priorities as business needs evolve.