Order Services and Purchasing Associate

Hoffman & Hoffman • 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 meet order requirements, and inventory ships from the appropriate warehouse. The associate works with sales staff, vendors, and warehouse teams to keep orders moving efficiently, maintain accurate records, and manage competing priorities.

The position reviews and maintains sales orders, supports purchasing and inventory needs, and coordinates shipments and order updates. Success includes accurate and timely sales and purchase orders, purchases that support stocking levels and special orders, prompt communication about discrepancies and delays, timely status updates for sales staff, and complete purchase order documentation.

Requirements

• High school diploma or equivalent.
• Strong attention to detail and ability to accurately compare 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.
• 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.
• Experience using NetSuite to support daily business operations.

Responsibilities

• Review and approve sales orders for accuracy and completeness according to established procedures.
• Compare customer purchase orders with corresponding 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 as needed, documenting changes and communicating them to appropriate parties.
• Review open sales order lines, track order progress, and follow up on outstanding items and 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 in purchase order acknowledgments.
• 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 to 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