What are the responsibilities and job description for the Purchasing and Document Control Clerk position at Sunny Sky Products?
Sunny Sky Products is a leading manufacturer and distributor of specialty beverage concentrates and beverage enhancers. As we continue to grow, we are seeking a Purchasing and Document Control Clerk to provide administrative support for procurement and production scheduling at our Frostproof, FL facility.
This position plays a key role in processing purchase orders, maintaining purchasing records, and coordinating with suppliers to ensure timely delivery of goods and services. The Purchasing and Document Control Clerk will work closely with the production team and other departments to support smooth operations and maintain accurate inventory levels. This role reports to the Planning & Raw Materials Manager.
Responsibilities
Purchase Order Processing:
This position plays a key role in processing purchase orders, maintaining purchasing records, and coordinating with suppliers to ensure timely delivery of goods and services. The Purchasing and Document Control Clerk will work closely with the production team and other departments to support smooth operations and maintain accurate inventory levels. This role reports to the Planning & Raw Materials Manager.
Responsibilities
Purchase Order Processing:
- Create and process purchase orders (POs) based on approved requisitions.
- Verify order details, including quantities, prices, and delivery dates.
- Ensure purchase orders are completed with proper documentation and routed to the Accounts Payable (AP) Department.
- Accurately record and file all purchase orders.
- Communicate with suppliers to confirm order details and delivery schedules.
- Follow up with vendors regarding order status, delays, or discrepancies.
- Maintain positive relationships with suppliers to ensure reliable service.
- Participate in RFP (Request for Proposal) processes with vendors to optimize supplier alignment.
- Maintain the Materials Requirement Planning (MRP) module in the company's ERP system.
- Manage inventory levels using standard re-order point methodologies.
- Work closely with warehouse staff to confirm receipt of goods and resolve discrepancies.
- Proactively report product and material availability concerns.
- Collaborate with the Sales Service Department and Planning & Raw Materials Manager to ensure inventory levels align with customer demand.
- Follow and document the cycle count schedule for all packaging and ingredient items as outlined by the Cost Accounting Manager.
- Actively participate in inventory management and scheduled inventory counts.
- Maintain accurate purchasing records, including invoices and delivery notes.
- Prepare reports on purchasing activities, order status, and vendor performance.
- Assist in resolving invoice discrepancies and processing returns when necessary.
- Assist the production team with data entry, filing, and clerical tasks.
- Respond to internal inquiries regarding order status and product availability.
- Perform additional duties as assigned by supervisors.
- Associate's Degree preferred (equivalent experience will be considered).
- Bilingual (Spanish) is a plus.
- Strong analytical skills, including the ability to identify usage and pricing variances.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint).
- Experience working with large ERP systems with an MRP module is required.
- Minimum of 2 years of procurement experience in a production/manufacturing environment is preferred.
- Strong interpersonal and organizational skills, with the ability to present information effectively to suppliers and internal stakeholders.
- Ability to define problems, collect data, establish facts, draw conclusions, and act quickly to resolve issues.
- Must work collaboratively with departments, particularly AP and Warehouse teams, to reconcile receiving, pricing, and billing discrepancies.
