Purchasing Assistant
About The Position
Green Top Farms is a New York-based food service company specializing in farm-fresh meals for enterprise workplace dining and corporate catering. We partner with leading companies to deliver elevated daily dining and hospitality experiences, using seasonal ingredients and thoughtful operations to create consistent, high-quality service at scale. Our mission is to build a more sustainable and equitable food system, starting by reconnecting consumers and local farmers. We believe the results of strengthening that connection are better nutrition, tastier food, greater social justice, and reduced environmental impacts. Our menus reflect this attention to bringing nutritious, delicious food to those who need it most. The Purchasing Coordinator is responsible for supporting purchasing, accounts payable, inventory receiving, and administrative functions to ensure efficient supply chain operations. This role serves as a key liaison between vendors, warehouse operations, and accounting by managing invoice processing, purchase order preparation, inventory receiving, and task coordination. The Purchasing Coordinator is expected to maintain accurate records in Fishbowl and Ottimate, proactively communicate with internal stakeholders, and support the Purchasing Manager in ensuring timely product availability and operational excellence. Success in this role requires strong attention to detail, organizational skills, problem-solving abilities, and a commitment to maintaining accurate purchasing and inventory data.
Requirements
- 2+ years of experience in food production, warehouse operations, or commissary expediting environments
- Experience coordinating across multiple departments or operational teams
- Ensures accuracy when processing invoices, purchase orders, receiving inventory, and maintaining system records.
- Strong understanding of inventory control processes, including scanning, tracking, and system accuracy
- Proficiency with production reporting tools and spreadsheets
- Excellent communication and organizational skills
- Ability to problem-solve under pressure and adapt to shifting priorities throughout the day
- A commitment to personal accountability and continuous learning
- Comfortable working in purchasing, inventory, and accounts payable systems such as Fishbowl, Ottimate, Asana, and Microsoft Office/Google Workspace.
Nice To Haves
- Experience in enterprise workplace dining, catering, or high-volume food service operations
- Familiarity with inventory management systems (Fishbowl or similar preferred)
- Experience with project management or task tracking tools (Asana preferred)
Responsibilities
- Receive and enter vendor invoices accurately into Fishbowl (FB), ensuring correct item details, quantities, and pricing
- Scan all invoices into Ottimate for processing and approval
- Maintain Ottimate hygiene by regularly clearing out "Needs Attention" items and approving invoices in a timely manner
- Collaborate with MAS (accounting) to ensure all invoices are received and entered before month-end close
- Reconcile invoice discrepancies with vendors and internal teams as needed
- Review pick tickets for accuracy and identify items missing from the picks
- Place orders for missing items while exercising judgment to avoid ordering items that are not needed; all orders require Purchasing Manager approval prior to submission
- Prepare purchase orders (POs) with correct item details, quantities, and vendor information, and submit to the Purchasing Manager for review and approval before placing with vendors
- Monitor order status and follow up with vendors on delayed or incomplete deliveries
- Accurately receive incoming inventory in Fishbowl
- Verify shipments against purchase orders and report discrepancies or damages to the Purchasing Manager
- Manage assigned tasks in Asana and complete them by their due dates
- Proactively communicate with the Purchasing Manager when tasks are at risk of becoming overdue, including the reason for the delay and a revised timeline
- Support the onboarding and training of new team members, particularly on receiving procedures and Ottimate workflows
- Assist with item replacements and substitutions when products are unavailable
- Perform additional duties as assigned by the Purchasing Manager to support purchasing and warehouse operations
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
