Purchasing Associate

GMHC•New York, NY

3d•Hybrid

About The Position

The Purchasing Associate supports GMHC’s purchasing operations by coordinating purchase orders, vendor communication, documentation, and administrative workflow for the Purchasing Department. This role works closely with the Managing Director, Purchasing & Special Projects to help ensure purchasing activities are processed accurately, efficiently, and in compliance with agency procedures. The Purchasing Associate provides administrative and operational support for purchasing functions, including purchase order processing, vendor communication, bid collection, documentation management, and follow-up on purchasing-related matters. The role is responsible for maintaining accurate electronic and paper records, responding to staff and vendor inquiries regarding purchasing transactions, and assisting with inventory-related activities as needed. This position requires strong organizational, communication, and follow-up skills, attention to detail, math proficiency, discretion, and the ability to manage multiple priorities in a fast-paced nonprofit environment.

Requirements

High School Diploma or equivalent required.
Minimum of 3 years of experience in purchasing, procurement, supply chain management, fiscal operations, or a related administrative function.
Intermediate proficiency in Microsoft Excel, including: Creating and maintaining spreadsheets used to track purchasing activity, inventory, vendor information, and department expenses. Using formulas, sorting/filtering functions, and basic reporting tools to support purchasing and reconciliation activities. Organizing and reviewing purchasing data to ensure accuracy and completeness.
Proficiency in Microsoft Office Suite, including: Outlook (email communication, scheduling, and vendor/staff coordination). Word (preparing correspondence, purchasing documentation, and departmental forms). PowerPoint (basic presentation preparation and departmental support as needed).
Experience with purchasing, accounting, or financial systems, including: Ability to learn and navigate internal systems, vendor portals, and electronic purchasing platforms efficiently and accurately. Data entry, purchase order processing, invoice tracking, and record maintenance.
Strong documentation and recordkeeping skills, including: Maintaining accurate electronic and paper purchasing records. Organizing vendor files, bids, invoices, purchase orders, and related supporting documentation. Supporting audit requests and internal documentation reviews.

Nice To Haves

Associate’s or Bachelor’s degree in Business, Accounting, Finance, Public Administration, or a related field preferred.
Experience with Intacct or similar purchasing/accounting systems preferred.
Experience working in a nonprofit or mission-driven environment is desirable.

Responsibilities

Process purchasing requests and related transactions in Intacct or other designated purchasing systems.
Support the purchase order workflow from requisition through invoice processing.
Enter purchase order requests for supplies, services, and other approved purchasing needs.
Communicate with staff and vendors to support approvals, receiving, invoicing, and timely resolution of purchasing matters.
Monitor purchase order status and follow up on pending items, delays, discrepancies, damages, returns, and related issues.
Investigate, track, and escalate issues that may delay or interrupt purchasing workflow.
Serve as a liaison between staff and vendors regarding order status, pricing, tracking, returns, and related purchasing matters.
Maintain professional vendor relationships to support timely service, accurate orders, and appropriate pricing.
Assist with obtaining bids, conducting comparison shopping, and supporting effective cost management.
Stay informed of supply needs, purchasing options, and product availability to help ensure the agency is appropriately stocked.
Maintain accurate electronic and paper purchasing records, including requisitions, bids, purchase orders, packing slips, invoices, vendor files, and related spreadsheets.
Organize purchasing documentation to support internal review, audit readiness, and compliance requirements.
Retrieve purchasing records and supporting documentation for audits, internal requests, and management review.
Create, format, and maintain spreadsheets to track purchasing activity, vendor information, inventory, and other department needs.
Complete forms and prepare purchasing-related documentation for submission.
Provide purchasing data, reports, and basic analytics to management as requested.
Assist with annual physical inventory and oversight of packing for AIDS Walk New York (AWNY) and periodic inventory counts.
Provide administrative support to the Purchasing Department, including filing, data entry, document preparation, and follow-up communication.
Support special projects and department initiatives as assigned.
Provide backup support for related fiscal or purchasing operations as needed.
Provide assistance with special projects and perform other related duties as assigned by the supervisor, including cross-coverage and backup support for other fiscal operations functions.