Purchasing Specialist

Purchasing Specialist GENERAL SHEET METAL | CLACKAMAS, OREGON Position Summary General Sheet Metal (GSM) is seeking a detail-oriented Purchasing Specialist to support material and supply purchasing while ensuring that purchase orders are accurate, complete, and properly documented. This role is a key link between field operations, fabrication, receiving, vendors, and accounts payable. The successful candidate will proactively identify missing information, follow up on discrepancies, and maintain reliable purchasing records in Quickbase and related systems so orders can be received, assigned to the correct job, and paid without unnecessary delays. Essential Duties and Responsibilities · Process purchasing requests; source materials, equipment, supplies, and services; obtain and compare quotations for price, availability, quality, and delivery; and place orders within established authority. · Create, review, and maintain complete purchase order records in Quickbase, including vendor, items/descriptions, quantities, pricing, delivery details, requester, job number, and applicable cost coding. · Monitor purchase orders initiated directly by Field Foremen and other authorized employees, including urgent field purchases. Promptly obtain missing receipts, invoices, item details, quantities, prices, and job numbers; follow up until records are complete. · Review daily purchasing activity for blank, incomplete, inaccurate, or outstanding purchase orders; prioritize exceptions and coordinate corrections with the person who initiated the purchase. · Confirm order details and acknowledgments with vendors, track delivery status, and communicate substitutions, backorders, partial shipments, shortages, and changes to affected employees. · Coordinate with warehouse, shop, field, and receiving personnel so incoming items can be identified, matched to purchase orders, assigned to the proper job, and handled appropriately when quantities or documentation differ. · Research and resolve discrepancies among purchase orders, receipts, packing slips, vendor invoices, and receiving records before they create downstream accounts payable delays. · Maintain organized quotes, confirmations, packing slips, receipts, invoices, and other supporting documentation in the appropriate systems. · Work with vendors and internal teams to resolve incorrect items, quantities, pricing, damaged goods, returns, credits, and delivery issues. · Provide accounts payable support as assigned, including matching documents, researching invoice discrepancies, obtaining approvals or missing information, and helping ensure timely, accurate processing. · Maintain productive relationships with suppliers and GSM employees; identify recurring purchasing and documentation problems and recommend practical process improvements. · Perform other related purchasing, administrative, and accounting support duties as assigned. Qualifications · 1–3 years of purchasing, procurement, order processing, accounts payable, or related administrative experience preferred; construction, manufacturing, or fabrication experience is a plus. · Exceptional attention to detail, follow-through, organization, and ability to manage multiple time-sensitive transactions. · Comfortable proactively contacting field personnel, vendors, and coworkers to obtain missing information and resolve discrepancies. · Proficiency with Microsoft Office, particularly Excel; experience with Quickbase, Sage 100 Contractor, or similar purchasing/accounting systems preferred. · Ability to read purchase orders, quotations, receipts, packing slips, and invoices and identify inconsistencies. · Strong written and verbal communication, customer service, and problem-solving skills. · High school diploma or GED required; additional relevant education or training preferred. Performance Expectations &midd…

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