Administrator, Purchasing

KYOCERA Document Solutions America, Inc.•Fairfield, NJ

1d•$49,000 - $73,000•Onsite

About The Position

As a Purchasing Administrator, you will play a key role in keeping Kyocera Document Solutions America (KDA) supplied with the right products at the right time. You will manage the purchasing process for goods sourced mainly from third-party suppliers, as well as selected items from our parent company in Japan (KDC), using PSI (Purchase, Sales, Inventory) data to plan orders that prevent backorders and excess inventory. You will also support tariff reporting and process supplier and freight invoices accurately and on time. Working closely with your Sales Operations teammates as well as Customer Support, Marketing, Logistics, Finance, and IT, you will make sure that orders, receipts, invoices, and reports are handled accurately and on schedule. You are organized, detail-oriented, and comfortable working with data and systems. You take ownership of your tasks, follow up proactively with suppliers and partners, and take the initiative to improve how things are done.

Requirements

5+ years of experience in purchasing, procurement, inventory control, or a related role within a corporate environment.
Hands-on experience managing purchase orders in an ERP system, from PO creation through receiving and closing.
Working knowledge of inventory concepts such as safety stock, lead times, and backorders.
Experience verifying and processing supplier invoices, including 3-way matching (PO / receiving / invoice).
Intermediate to advanced proficiency in Microsoft Excel, including PivotTables and lookup functions (e.g., XLOOKUP/VLOOKUP).
Proficiency with Microsoft Word and Outlook.
Strong communication skills and the ability to follow up proactively with internal teams and external partners.
Excellent task and time management skills, with the ability to meet recurring monthly and weekly deadlines.
Detail-oriented with strong problem-solving skills and follow-through.

Nice To Haves

Experience with Oracle (Purchasing, Receiving, Payables).
Basic knowledge of import processes and tariffs (e.g., HTS codes, customs entries, duty refunds).
Experience working with freight forwarders or customs brokers.
Experience with PSI or demand/supply planning.
Experience within the office product industry.
Associate's or bachelor's degree.

Responsibilities

Plan and place purchase orders for third-party items and selected KDC items, including software licenses, using PSI methodology, based on sales and transfer forecasts, on-hand and in-transit inventory, and target safety stock levels.
Manage the full purchase order lifecycle in the ERP system (Oracle), from PO creation and approval through receiving and PO closing.
Monitor stock levels and backorders, place additional orders when demand exceeds forecast, and support contingency actions (e.g., expedited orders, alternative sourcing) when supply disruptions occur.
Communicate with third-party suppliers and KDC to confirm ETAs, track delivery schedules, and resolve order issues, escalating potential delays early.
Prepare the monthly Tariff Tracking Report, and keep tariff and refund tracking files accurate and up to date.
Support tariff refund processes by providing entry data to freight forwarders and tracking refund status.
Share tariff-related updates received from freight forwarders with the manager and relevant teams.
Arrange returns and carrier shipments (e.g., DHL, FedEx) for supplier-related issues.
Verify and process supplier, intercompany, and freight forwarder invoices in Oracle on a weekly schedule (3-way match: PO / receiving / invoice).
Monitor invoice aging and follow up with freight forwarders and logistics partners so that invoices arrive and are paid on time.
Track freight and container costs for monthly reporting.
Resolve discrepancies related to orders, deliveries, or payments, including credit/debit adjustments when needed.
Submit standard monthly reports on time (e.g., tariff, freight cost, open PO).
Maintain accurate item master and price list data for third-party items.
Proactively identify and implement improvements to purchasing processes, tools, and reports, including opportunities to reduce supplier lead times, and document procedures to ensure consistency.