Purchaser & Claims Specialist

Exhibit Concepts Inc.•Vandalia, OH

4d•Hybrid

About The Position

Exhibit Concepts is seeking an organized, proactive Purchaser & Claims Specialist to join our Purchasing team. This role is primarily focused on purchasing and procurement activities, with additional responsibility for coordinating and managing claims. Approximately 75–80% of the position will focus on purchasing, including raw materials, finished goods, production materials, office supplies, and other operational needs. The remaining 20–25% will support claims-related activities. This role primarily works remotely but requires bi-weekly onsite presence at our Vandalia facility for inventory activities, shop walkthroughs, training, and other business needs.

Requirements

High school diploma or general education degree (GED); and/or minimum of four (4) years in procurement.
Professional experience in purchasing, procurement, buying, or a closely related function.
Demonstrated ability to manage purchasing activities, priorities, deadlines, and vendor communication.
Strong organizational and time-management skills.
Ability to work independently while also contributing effectively within a collaborative team.
Strong written and verbal communication skills.
Ability to work with numerical information, including quantities, measurements, costs, fractions, and decimals.
Proficiency with standard Microsoft Office applications, including Excel, Word, and Outlook.
Ability and willingness to periodically report onsite to the Vandalia, Ohio facility as required.

Nice To Haves

Purchasing or procurement experience within a manufacturing or production environment.
Experience purchasing or managing raw materials and inventory, including lumber, wood products, MDF, plastics, acrylics, or similar materials.
Experience supporting inventory replenishment, stock management, or material planning.
Experience with Microsoft Dynamics 365 (D365) or another ERP/purchasing system.
Experience handling vendor, freight, shipping, damage, shortage, or other business-related claims.
Experience working with a broad product, material, or SKU inventory.
Prior claims experience is helpful but not required.

Responsibilities

Purchase raw materials, finished goods, production materials, office supplies, building maintenance items, and other products or services required by the business.
Work closely with vendors and suppliers to ensure products and services are delivered accurately, timely, and cost-effectively.
Negotiate with vendors and suppliers regarding pricing, quality, service, availability, and delivery expectations.
Clearly communicate purchasing specifications and expectations to vendors.
Issue and manage purchase orders with established costs, quantities, specifications, and delivery dates.
Complete required purchasing documentation and maintain accurate supporting records.
Monitor inventory levels and purchasing needs for production materials, office supplies, building maintenance, shipping and receiving, and other assigned categories.
Maintain and update inventory records and supporting purchasing documentation.
Apply materials used to appropriate job numbers within the job-costing system, including stock pulls.
Maintain organized and current vendor, supplier, and subcontractor information, including pricing, product information, and supporting documentation.
Develop working knowledge of raw materials and inventory requirements, including materials purchased or measured by square foot, linear foot, gallon, individual unit, or other applicable units of measure.
Partner with the Design team to provide current material samples and product information.
Work closely with Accounting to reconcile purchase orders with vendor invoices and assist with credit card reconciliation.
Coordinate deliveries and pickups with internal team members, delivery drivers, subcontractors, vendors, and other stakeholders based on business priorities.
Develop the knowledge necessary to provide backup support for raw-material purchasing and inventory activities.
Review, investigate, document, and process claims in accordance with established company procedures.
Gather and evaluate supporting information related to damages, losses, shortages, or other claim circumstances.
Maintain complete and accurate claim documentation.
Communicate with internal departments, vendors, external partners, and other applicable parties to facilitate claim resolution.
Assist with negotiating and processing appropriate claim resolutions or settlements.
Track open claims and follow through to ensure timely resolution.