Purchasing and Order Processing Specialist

1 month ago

Ventura, United States Live Well Brands | Seven Oaks Ranch (a division of Shangrila Group) Full time
Job DescriptionJob Description

Position: Purchasing and Order Processing Specialist

Department: Operations

Reports To: Operations Manager

Location: Ventura, CA

Job Type: Full-Time

 

Position Overview:

We are seeking a motivated and detail-oriented Purchasing and Order Processing Specialist to manage our company's procurement activities and to process orders and returns with our distributor and wholesale accounts.

This role is integral to ensuring the smooth operation of both our purchasing and order processing functions, combining responsibilities that might typically be handled by separate individuals in larger organizations, and may be divided into separate functions in the future as our company continues to grow.

With respect to purchasing, the successful candidate will be responsible for managing the entire procurement process, from preparing estimates of appropriate order quantities to timely placing purchase orders with suppliers for all raw materials and components. This role operates within our Quality Management System (QMS) in an FDA-regulated and organically certified environment.

With respect to processing distributor orders and returns, the successful candidate will ensure the accuracy and timing of deliveries to these accounts, and document all product returns, assuring timely and complete order processing and accounting therefor.

The specialist will be expected to follow written Standard Operating Procedures (SOPs) and periodically suggest improvements to management. Additionally, the specialist will interface with various departments to ensure compliance with critical specifications and documentation requirements.

 

Key Responsibilities:

Purchasing:

· Manage procurement activities, including sourcing new suppliers, ensuring products and materials meet technical specifications, negotiating terms, and evaluating supplier performance.

· Analyze demand trends and sales projections, supporting senior management in sourcing strategy development and implementation.

· Research and identify prospective suppliers, ensuring they meet the company’s quality standards.

· Liaise with internal project teams, maintaining strong supplier relations to ensure optimal outcomes.

· Prepare proposals, request quotes, and negotiate purchase terms and conditions.

· Prepare and issue purchase orders and agreements, ensuring all necessary approvals and documentation are in place.

· Monitor supplier performance, resolve issues, and remain diligent and proactive to ensure the timely delivery of goods.

· Inspect and evaluate the quality of purchased items, resolving any shortcomings.

· Interface with the Quality Control/Regulatory Manager to ensure raw materials and components meet critical specification parameters and that vendors provide necessary certifications (e.g., Certificate of Analysis, SDS).

· Develop and maintain a comprehensive vendor database, including details such as minimum order quantities, unit prices, shelf life, retest options, lead times, supply chain specifics, and seasonality considerations.

· Explore and develop alternative suppliers for key items while maintaining long-term relationships with existing vendors.

Order Processing:

· Process incoming distributor orders, ensuring accuracy in pricing, product selection, and shipping details.

· Coordinate with the warehouse and logistics teams to ensure orders are fulfilled accurately and on time.

· Monitor order status and provide updates to distributors as necessary.

· Maintain accurate records of all orders processed, including order confirmations, shipping details, and customer communications.

· Collaborate with the sales and customer service teams to address any special requests or order modifications.

· Monitor returned product received from distributors to ensure it is accurately recorded and timely restocked or destroyed, as appropriate.

Compliance and Reporting:

· Prepare reports and maintain accurate inventory and procurement records.

· Ensure compliance with company policies, procedures, and regulatory standards.

 

Skills and Qualifications:

· High school diploma / Associates Degree required (Bachelor's Degree in Supply Chain Management, or a related field preferred).

· At least 2 years of experience as a purchasing specialist or in a similar role.

· Good working knowledge of purchasing strategies and procurement processes.

· Excellent communication, interpersonal, and negotiation skills.

· Strong analytical thinking, problem-solving skills, and attention to detail.

· Proficiency in Microsoft Office Suite (MS Excel) required

· Proficiency with ERP system and business application software (knowledge of Great Plains Software is a plus but not required).

· Team player with strong organizational skills and the ability to handle multiple tasks and deadlines simultaneously.

 

Work Environment:

· This position operates in a professional office environment within our Ventura, CA facility, with regular interactions with:

o the warehouse and logistics team,

o accounting, and

o the quality assurance/regulatory oversight team.

· We have a small, close-knit staff and expect that as challenges arise, each individual will do their best to assist others to assure timely and seamless performance.

 

Salary Range: Starting salary for this position is expected to be between $50K to $70K annually, commensurate with the candidate’s education and relevant job experience.

 

Benefits: Medical reimbursement, liberal vacation pay, and other benefits, including participation in a bonus pool based on company cash flow.

 

How to Apply: For consideration, please submit a current resume and a cover letter describing the reasons for your interest and how you feel you are suited to the position.

Company DescriptionWe manufacture a line of USDA-certified organic foods and FDA-regulated personal care and cosmetic products from our facility in Ventura, CA. These products are sold through the Amazon platform, several large national distributors and wholesale accounts, our company’s retail websites, and a national retail network. All of our products are natural (USDA Organic and NSF Organic), free of GMOs and gluten, and consistently receive positive ratings from customers.Company DescriptionWe manufacture a line of USDA-certified organic foods and FDA-regulated personal care and cosmetic products from our facility in Ventura, CA. These products are sold through the Amazon platform, several large national distributors and wholesale accounts, our company’s retail websites, and a national retail network. All of our products are natural (USDA Organic and NSF Organic), free of GMOs and gluten, and consistently receive positive ratings from customers.

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