Purchasing Assistant/Expeditor

About Us: Clayton Controls is a premier provider of automation solutions, specializing in motion control, robotics, machine vision, and industrial automation components. With a commitment to innovation and technical expertise, we help manufacturers and integrators improve efficiency, precision, and productivity. Our team partners with industry-leading suppliers to deliver customized solutions that meet the evolving needs of modern automation. Visit our Website: claytoncontrols.com Job Description: Key Responsibilities Part Number & Item Maintenance System Data Entry: Create and set up new part numbers accurately in the company system. Pricing & Supplier Updates: Update existing part numbers with current pricing and vendor information. Item Maintenance: Complete all required item maintenance and part setup details. Data Verification: Verify that part numbers, descriptions, units of measure, purchasing information, and related system data are completely accurate. Modifications & Quality Control: Maintain existing item information, make required modifications, and thoroughly review part setups for accuracy before they are used for purchasing, planning, or production. Bill of Material (BOM) Management BOM Maintenance: Create, maintain, and modify Bills of Materials accurately and in a timely manner. Line-Item Verification: Ensure all BOM lines match the correct parts, quantities, and items being purchased or manufactured. Auditing: Review BOMs to eliminate missing, incorrect, or duplicate information. Operational Alignment: Verify that BOM requirements align seamlessly with purchasing and production needs Subject Matter Expert: Become highly proficient in BOM setup and maintenance to serve as the company's reliable resource for BOM accuracy. Purchasing Support & Order Status Procurement Assistance: Assist with daily purchasing activities and systematically follow up on purchased parts. Order Tracking: Verify the status of outstanding purchase orders (POs) and purchased materials to confirm expected delivery dates. Proactive Communication: Identify and communicate potential shortages, late deliveries, or other supply issues before they impact production. Dispute Resolution: Partner with vendors and internal team members to quickly resolve delivery concerns or discrepancies. Open PO & Planning Report Management Daily Report Reviews: Regularly review the open purchase order report daily to secure on-time delivery. Expediting Late Orders: Identify past due, late, or potentially delayed purchase orders and follow up with the buyer accordingly. Planning Reports: Review planning reports provided by team members to guarantee all production schedules remain on track. Status Updates: Maintain accurate status information in the system and escalate exceptions or critical concerns to the appropriate team Estimating, RFQ Analysis & Proposals Build Bills of Materials (BOMs): Review customer RFQs (Requests for Quote), technical drawings, and wiring diagrams to generate detailed Bills of Materials in a standard format used by the purchasing team for costing. Calculate Labor & Engineering Hours: Work closely with the engineering team to estimate assembly, wiring, testing, programming, and engineering hours required for panel fabrication. Prepare Formal Proposals: Collaborate with the engineering team to create clear, comprehensive quote letters, pricing breakdowns, and delivery schedules to submit to clients Systems Maintenance & Cross-Functional Collaboration Maintain Systems: Input and update quote data, pricing histories, and project details in our RFQ tracking, ERP, and/or CRM systems. Cross-Functional Collaboration: Partner with Sales, Engineering, and Shop Floor supervisors to clarify scope gaps and review actual job costs against initial estimates Required Skills & Characteristics Exceptional Attention to Detail: You double-check your work naturally; complete data accuracy is critical in this position. Independence & Follow-Through: Strong a…

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