Purchasing & Procurement Specialist

Whole Latte Love • Town of Henrietta, NY

5d • $74,000 - $82,000 • Onsite

About The Position

We are seeking a highly organized, analytical, and detail-oriented Purchasing & Procurement Specialist to manage the day-to-day purchasing and procurement activities for Salzman Group, with responsibility for vendor relationships, purchase order management, inventory planning, inbound logistics, and procurement operations. The majority of this role will be dedicated to managing purchasing activities, coordinating with domestic and international manufacturers, vendors, freight partners, and customs brokers, overseeing purchase orders, maintaining accurate purchasing information within our ERP system, and supporting inventory planning and procurement strategy. This position will also serve as a key liaison between our vendors and internal teams. This includes reviewing vendor programs, pricing updates, product changes, and promotional opportunities and taking ownership of communicating and coordinating vendor-funded or manufacturer-supported promotions with our Marketing team. Additional responsibilities include product and SKU data management, import logistics, reporting and analysis, and cross-training within the Accounting Department to provide backup support when needed. This role is ideal for someone who takes ownership, communicates proactively, is comfortable managing multiple priorities, solves problems, and follows responsibilities through completion.

Requirements

• Associate's or Bachelor's degree in Supply Chain Management, Business Administration, Operations Management, Accounting, Finance, or a related field preferred; equivalent relevant professional experience will be considered.
• 3+ years of experience in purchasing, procurement, supply chain, inventory management, or a related operational role preferred.
• 2+ years of hands-on experience with international purchasing and/or import logistics strongly preferred.
• Demonstrated experience managing purchase orders from creation through receipt, including vendor follow-up, production timelines, expected ship dates, ETAs, backorders, and discrepancies.
• Experience working directly with manufacturers, vendors, freight forwarders, customs brokers, and transportation providers preferred.
• Working knowledge of international shipping and import documentation, including commercial invoices, packing lists, bills of lading, customs entries/CBP Form 7501s, duties, tariffs, and landed costs strongly preferred.
• Experience working within an ERP and inventory management environment required.
• Experience with ocean, air, LTL, and other inbound freight methods preferred.
• Experience with e-commerce, distribution, or an inventory-intensive business environment strongly preferred.
• Experience coordinating vendor promotions, pricing programs, rebates, or manufacturer programs is a plus.
• Prior accounting experience is not required, but experience with invoice reconciliation, vendor statements, Accounts Payable, financial reconciliations, or similar accounting functions is a plus.
• Intermediate to advanced Microsoft Excel skills, including PivotTables, XLOOKUP/VLOOKUP, formulas, filtering, and data analysis.
• Strong analytical, investigative, and problem-solving abilities.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Strong vendor relationship management and follow-up skills.
• Ability to manage multiple purchase orders, vendors, inbound shipments, promotions, and deadlines simultaneously while maintaining accuracy.
• Ability to work independently, take ownership of responsibilities, and follow issues through completion.
• Ability to communicate proactively and escalate risks or concerns before they become larger issues.
• Ability to collaborate effectively across Accounting, Marketing, Warehouse, Sales, and other departments.
• Comfortable working with data and using reporting to support purchasing and inventory decisions.
• High level of professionalism, accountability, and confidentiality.

Nice To Haves

• Associate's or Bachelor's degree in Supply Chain Management, Business Administration, Operations Management, Accounting, Finance, or a related field preferred; equivalent relevant professional experience will be considered.
• 3+ years of experience in purchasing, procurement, supply chain, inventory management, or a related operational role preferred.
• 2+ years of hands-on experience with international purchasing and/or import logistics strongly preferred.
• Experience working directly with manufacturers, vendors, freight forwarders, customs brokers, and transportation providers preferred.
• Working knowledge of international shipping and import documentation, including commercial invoices, packing lists, bills of lading, customs entries/CBP Form 7501s, duties, tariffs, and landed costs strongly preferred.
• Experience with ocean, air, LTL, and other inbound freight methods preferred.
• Experience with e-commerce, distribution, or an inventory-intensive business environment strongly preferred.
• Experience coordinating vendor promotions, pricing programs, rebates, or manufacturer programs is a plus.
• Prior accounting experience is not required, but experience with invoice reconciliation, vendor statements, Accounts Payable, financial reconciliations, or similar accounting functions is a plus.

Responsibilities

• Manage day-to-day purchasing and procurement activities to maintain appropriate inventory levels and support operational continuity.
• Review inventory levels, sales trends, open purchase orders, lead times, and anticipated demand to identify purchasing needs and help prevent stockouts.
• Prepare, submit, and manage purchase orders within the ERP system.
• Monitor purchase orders throughout the procurement lifecycle, ensuring quantities, costs, statuses, expected ship dates, production timelines, ETAs, and delivery dates remain accurate.
• Proactively follow up with manufacturers and vendors regarding production schedules, availability, backorders, delays, and order status.
• Build and maintain strong relationships with domestic and international manufacturers, vendors, distributors, and supply partners.
• Assist with vendor negotiations involving pricing, payment terms, freight terms, lead times, minimum order quantities (MOQs), purchasing agreements, and cost-saving opportunities.
• Analyze purchasing trends, supplier performance, inventory levels, lead times, and procurement metrics to improve purchasing efficiency and support inventory planning.
• Support strategic sourcing, inventory forecasting, purchasing initiatives, and cost analysis through reporting and data analysis.
• Communicate backorders, delays, discontinued products, and inventory concerns to appropriate internal teams and help identify solutions or alternative sourcing when necessary.
• Identify slow-moving, aging, discontinued, or replacement products and communicate with appropriate teams regarding inventory strategy and product transitions.
• Support new product introductions by coordinating initial purchasing requirements, vendor information, costs, lead times, and inventory availability.
• Maintain accurate and organized purchasing documentation, vendor records, contracts, pricing, purchase orders, receipts, and related procurement records.
• Participate in recurring vendor and manufacturer meetings to review purchasing needs, forecasts, product updates, performance, upcoming initiatives, and opportunities for improvement.
• Review vendor and manufacturer promotional programs, sales incentives, rebates, MAP promotions, special pricing, bundles, and other promotional opportunities.
• Serve as the primary point of contact for vendor promotional communications and ensure opportunities are reviewed and communicated internally in a timely manner.
• Take ownership of coordinating vendor promotions with the Marketing team, including promotion dates, eligible products and SKUs, pricing, discounts, rebates, bundles, funding, and vendor requirements.
• Maintain a calendar or tracking system for upcoming vendor promotions, deadlines, promotional periods, and required deliverables.
• Provide Marketing with complete and accurate promotional information far enough in advance to allow for proper planning and execution.
• Coordinate with Marketing, Sales, Accounting, and other applicable teams to ensure promotional pricing and program details are accurately implemented.
• Confirm inventory availability for upcoming promotions and adjust or recommend purchasing plans when necessary to support anticipated promotional demand.
• Monitor vendor communications for promotional changes, extensions, cancellations, or updated terms and promptly communicate changes to applicable internal teams.
• Maintain supporting documentation for vendor-funded promotions, rebates, credits, co-op/MDF programs, and other manufacturer reimbursements.
• Coordinate with Accounting to ensure applicable vendor credits, rebates, and promotional reimbursements are properly documented, received, and reconciled.
• Follow up with vendors and internal teams on outstanding promotional items and ensure programs are carried through completion.
• Coordinate domestic and international inbound shipments associated with company purchase orders.
• Work with manufacturers, freight forwarders, customs brokers, and transportation providers to coordinate the movement of purchased inventory from origin through final delivery.
• Request and compare freight quotes when appropriate to evaluate cost, transit time, routing, and service levels.
• Monitor inbound shipments and proactively communicate delays, exceptions, changes in ETAs, and other issues that may impact inventory availability.
• Coordinate customs clearance activities by working with customs brokers and providing required documentation.
• Review and maintain import documentation, including commercial invoices, packing lists, bills of lading, customs documentation, and CBP Form 7501s.
• Review and reconcile freight invoices, customs duties, brokerage charges, tariffs, and shipment documentation for accuracy.
• Track freight costs, duties, tariffs, and landed costs to support accurate inventory costing and financial reporting.
• Coordinate warehouse delivery appointments and receiving schedules for inbound inventory.
• Ensure applicable PO and ERP records are updated with accurate shipment dates, ETAs, freight information, and receiving status.
• Maintain organized shipment and import documentation.
• Identify opportunities to improve inbound freight costs, routing, shipment planning, and transportation service levels.
• Create and maintain SKU and product records within the ERP system.
• Set up new products, including vendor information, costs, pricing, UPCs, dimensions, purchasing information, inventory settings, and product attributes.
• Maintain and audit product master data to ensure accuracy across ERP, e-commerce, and related systems.
• Maintain accurate vendor costs, lead times, MOQs, purchasing information, and inventory settings.
• Collaborate with Marketing, Warehouse, Sales, Accounting, and other applicable teams to maintain accurate product information.
• Support new product launches, discontinued products, replacement SKUs, vendor changes, product transitions, and ongoing product audits.
• Collaborate with Marketing to ensure product launches, pricing changes, vendor promotions, discontinued products, and replacement SKUs are communicated and implemented accurately across applicable systems.
• Research and resolve product, vendor, pricing, and purchasing-data discrepancies.
• Prepare recurring purchasing, inventory, vendor, freight, and operational reports
• Analyze purchasing, inventory, inbound freight, vendor, and financial data to identify trends, discrepancies, risks, and opportunities for improvement.
• Monitor key procurement metrics, including open purchase orders, inventory availability, lead times, supplier performance, backorders, inbound freight costs, and purchasing trends.
• Assist with inventory forecasting, purchasing forecasts, and procurement planning.
• Provide leadership with reporting and insights that support purchasing, inventory, vendor, and operational decisions.
• Identify opportunities to improve procurement processes, controls, reporting, and vendor management.
• Assist with reporting requests, special projects, business analysis, and cross-functional initiatives.
• Cross-training and backup responsibilities may include: Accounts Payable processing and vendor invoice reconciliation, Accounts Receivable functions, Customer refunds and payment-related research, Amazon and other marketplace order and accounting processes, Vendor statement reconciliation, Supporting schedules, reconciliations, and audit documentation, Financial reporting and account research, Other accounting and operational responsibilities as assigned.
• Identify opportunities to improve purchasing, procurement, vendor management, inbound logistics, inventory, and related operational processes.
• Develop and maintain departmental procedures, documentation, checklists, and standardized workflows.
• Help strengthen internal controls, documentation, and data accuracy.
• Proactively identify issues and work with appropriate internal and external partners to drive them through resolution.
• Participate in special projects and cross-functional initiatives as needed.

Benefits

• Comprehensive health and dental insurance.
• 401(k) with company match.
• Paid vacation, sick time, and company holidays.
• Fully stocked kitchen with complimentary coffee, beverages, and snacks.
• DoorDash DashPass membership.
• Employee discounts on espresso machines, coffee, and accessories.
• Career growth opportunities within a rapidly expanding company.
• Hands-on exposure to premium espresso equipment and the specialty coffee industry.
• Collaborative, supportive team environment focused on continuous learning and professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree