Operations & Purchasing Support Specialist

GRASTEN TECHNOLOGIES BUYER LLC • Conroe, TX

9d

About The Position

Grasten is seeking a detail-oriented, organized, and dependable Operations & Purchasing Support Specialist to support daily financial operations, payment processing, purchasing, inventory management, and administrative functions. The role works closely with Finance, Purchasing, Service, Installation, and Warehouse teams to maintain accurate financial records, process payments on time, support efficient purchasing, and track inventory properly.

The position involves processing and monitoring customer and vendor payments; researching payment, invoice, account, and record discrepancies; maintaining financial records; supporting reconciliations, reporting, month-end closing, and audit requests; and managing retail partner portal activity. It also includes creating and maintaining purchase orders in NetSuite, coordinating with vendors, supporting inventory counts and fulfillment, preparing delivery tickets, and assisting with warehouse documentation and inventory audits.

The successful candidate is proactive, highly organized, comfortable working with financial data and multiple systems, and committed to accuracy while managing multiple responsibilities. They will collaborate across departments, support operational projects and process improvements, and complete assigned duties accurately and on deadline. Grasten provides generator solutions and customer service, and emphasizes teamwork, accountability, accuracy, and continuous improvement. The company is an Equal Opportunity Employer.

Requirements

• Previous experience in finance, accounting support, accounts payable, accounts receivable, purchasing, inventory control, or administrative operations is preferred.
• Experience processing payments, reviewing invoices, reconciling accounts, or maintaining financial records is a plus.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational, time-management, and multitasking skills.
• Strong analytical and problem-solving abilities.
• Ability to research discrepancies and follow issues through to resolution.
• Effective written and verbal communication skills.
• Ability to prioritize responsibilities, meet deadlines, and maintain accurate records.
• Ability to work independently while collaborating effectively with multiple departments.
• Willingness to learn new systems, processes, and company procedures.
• Dependable, proactive, and accountable approach, with ownership of assigned work.
• Comfort working with numbers, navigating multiple systems, and communicating with customers, vendors, and internal teams.

Nice To Haves

• Experience working with retail partner portals, vendor portals, or online payment systems is preferred.
• Experience with NetSuite or a similar ERP/accounting system is preferred.

Responsibilities

• Process, record, and track customer payments, vendor payments, and financial transactions accurately and on time.
• Monitor customer accounts, outstanding balances, payment statuses, and pending transactions.
• Research and resolve discrepancies involving payments, invoices, account balances, and financial records.
• Apply payments to appropriate customer accounts and verify accurate recording in company systems.
• Communicate with customers, vendors, sales representatives, and internal departments about billing and payment inquiries.
• Maintain organized financial records and assist with account reconciliations, financial reporting, month-end closing, and audit requests.
• Access and manage retail partner portals to review transactions, submit documentation, process payments, and monitor account activity.
• Track retail partner deductions, chargebacks, credits, outstanding claims, and payment statuses.
• Follow up on outstanding transactions, missing documentation, and unresolved payment issues.
• Create, update, and maintain purchase orders in NetSuite.
• Receive purchased items in NetSuite and ensure system records accurately reflect materials received.
• Monitor outstanding purchase orders and coordinate with vendors about pricing, delivery schedules, backorders, and order statuses.
• Review purchasing documentation for accuracy and compliance with company procedures.
• Support purchasing needs for Service, Maintenance, Installation, and other departments.
• Research and resolve discrepancies between purchase orders, vendor invoices, and received materials.
• Maintain accurate purchasing records and communicate order updates to appropriate team members.
• Assist with inventory counts, tracking, and maintaining accurate inventory records.
• Research discrepancies between physical inventory and NetSuite records.
• Prepare delivery tickets and support inventory fulfillment processes.
• Verify that materials allocated to jobs contain the correct items and quantities.
• Assist with scanning and processing item fulfillments in NetSuite.
• Monitor inventory transactions, including receiving, allocations, transfers, and fulfillments.
• Communicate inventory discrepancies and assist with resolving identified issues.
• Support inventory audits and maintain accurate warehouse documentation.
• Collaborate with Finance, Purchasing, Service, Installation, and Warehouse teams to support daily business operations.
• Assist with operational projects, reporting, and process improvements.
• Identify opportunities to improve efficiency, strengthen recordkeeping, and reduce processing errors.
• Ensure assigned tasks are completed accurately and within established deadlines.
• Perform additional administrative, finance, purchasing, and operational duties as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed