Order Services and Purchasing Associate

Hoffman & Hoffman Inc • Greensboro, NC

6d

About The Position

HHY is seeking a detail-oriented and organized Order Services and Purchasing Associate to support sales order processing, inventory purchasing, and shipping coordination. The role helps ensure customer orders are accurate, vendor purchases align with order requirements, and inventory ships from the appropriate warehouse. The associate works with sales staff, vendors, and warehouse teams to keep orders moving efficiently while managing multiple priorities and maintaining accurate records.

The position reviews and maintains sales orders, supports inventory purchasing and vendor purchase orders, and coordinates shipments and order communications. Success includes keeping orders accurate and up to date, supporting stocking levels and special-order needs, promptly identifying and communicating discrepancies or delays, and maintaining complete purchase order documentation.

Requirements

• High school diploma or equivalent.
• Strong attention to detail and ability to accurately compare information across customer orders, sales orders, purchase orders, and vendor acknowledgments.
• Strong organizational and time-management skills, including the ability to prioritize competing requests and follow through on open items.
• Clear written and verbal communication skills and a customer-service mindset.
• Proficiency with Microsoft Office applications, including Outlook and Excel.
• Experience using NetSuite to support daily business operations.
• Ability to navigate vendor websites and learn new systems and processes.
• Ability to work independently while collaborating effectively with sales, purchasing, and warehouse teams.

Nice To Haves

• Previous experience in order processing, purchasing, inventory coordination, sales support, or a related administrative role.
• Experience with enterprise resource planning (ERP), order management, or inventory management systems.

Responsibilities

• Review and approve sales orders for accuracy and completeness according to established procedures.
• Compare customer purchase orders with sales orders to verify product information, quantities, pricing, shipping details, and other requirements.
• Work with sales staff to resolve discrepancies or obtain missing information before processing orders.
• Update previously approved sales orders, documenting changes and communicating them to appropriate parties.
• Review open sales order lines, track outstanding items and order progress, and follow up on delays.
• Purchase inventory based on established minimum and maximum stock levels, special requests, and order requirements.
• Prepare and enter vendor purchase orders accurately, and assist sales staff with entering purchase orders through vendor websites.
• Compare vendor order acknowledgments with purchase orders to confirm pricing, quantities, product details, and expected shipping dates.
• Coordinate with vendors and internal teams to resolve discrepancies between acknowledgments and purchase orders.
• Review open purchase order lines and follow up with vendors about outstanding items, backorders, and delivery updates.
• Coordinate inventory shipments from warehouses based on customer ship-to locations, inventory availability, and delivery requirements.
• Communicate shipping notifications, tracking information, and changes in expected delivery dates to the sales team.
• Work with warehouse personnel, vendors, and sales staff to address shipping questions and support timely order fulfillment.
• Scan and attach vendor packing slips to corresponding purchase orders and maintain complete, organized records.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED