Title: Procurement Support Clerk
Classification: Non-Exempt
Reports To: Procurement Manager / Warehouse Operations Manager

Position Summary:
The Procurement Support Clerk is responsible for supporting the procurement and warehouse
operations by ensuring accurate processing, tracking, and fulfillment of store orders within a
retail supermarket distribution environment. Stores are the primary internal customers, and the
systems used to manage purchase orders and inventory may include enterprise resource planning (ERP)
and warehouse management systems (WMS).

The Procurement Support Clerk oversees the flow of store orders from entry through fulfillment and
coordinates with buyers, warehouse staff, and vendors to ensure timely and accurate delivery.

• The clerk utilizes multiple systems to manage procurement and warehouse operations.
• Responsible for monitoring incoming store orders through system interfaces or manual
• entry.
• Ensuring all orders are processed, routed, and fulfilled efficiently and accurately.
• Supports maintenance of item master data, pricing, and vendor records.
• Collaborates across departments including procurement, warehouse, transportation, and
• accounting.

Essential Duties and Responsibilities:

Order Processing & Customer Support:

• Review and verify store orders for accuracy and completeness
• Ensure all daily orders (AM/PM) are received and entered into the system
• Notify Buyers when orders are ready for review and processing
• Release approved orders to the warehouse for picking and distribution
• Coordinate with the warehouse routing team to ensure orders are scheduled and dispatched
• Generate pick tickets and ensure timely transmission to warehouse operations
• Communicate with warehouse shipping staff regarding add-ons, changes, or urgent
• requests
• Process credits, overages, shortages, and returns

Procurement & Inventory Support:

• Assist in maintaining item master data (descriptions, pricing, size, weight,
• dimensions)
• Add new items and update item status (active, discontinued, suspended)
• Maintain substitute item listings and product updates
• Support vendor set-up and onboarding, including portal access and training
• Run procurement and inventory reports as requested by Buyers

Warehouse & Distribution Coordination:

• Monitor order flow through warehouse systems to ensure proper fulfillment
• Support cross-docking and distribution activities
• Coordinate special orders, promotional items, and seasonal inventory
• Handle pre-ad and ad-related product reservations

Accounting & Vendor Support:

• Collect and review daily receiving documentation from the warehouse
• Submit completed paperwork to corporate accounting
• Review receipts with Buyers to resolve discrepancies
• Communicate with vendors regarding delivery or invoicing issues
• Sort and organize vendor documentation for audit and reporting purposes

System & Data Maintenance:

• Maintain accurate records across procurement and warehouse systems
• Update GS1 codes, product attributes, and system files
• Generate reports using Excel and assist with documentation in Word

General Duties and Responsibilities:

• Support product recalls and product withdrawals
• Process credit memos and order reconciliations
• Assist with drop ship order tracking and reconciliation
• Perform end-of-day processing tasks
• Maintain internal communications with procurement and warehouse teams
• Assist with audit reporting and compliance documentation

Knowledge and Skills:

• Basic proficiency in Microsoft Word, Excel, and Outlook
• Familiarity with ERP or warehouse management systems preferred
• Strong organizational and multitasking skills
• Ability to work in a fast-paced, deadline-driven warehouse environment
• Effective communication skills with internal teams and vendors
• Attention to detail and problem-solving ability

Required Education and Experience:

• High School Diploma or equivalent required
• Prior experience in procurement, warehouse operations, or retail distribution preferred

Physical Demands:

• Prolonged periods of sitting and working on a computer
• Occasional walking within a warehouse environment
• Ability to lift light materials or supplies as needed
• Ability to communicate clearly and effectively with team members
• Capable of handling multiple tasks simultaneously

Position Type/Expected Hours of Work:

• Must be able to work on a flexible schedule based on operational needs
• Availability to work weekends, holidays, and varied shifts as required

This job description is not intended to be all-inclusive, and employees may perform other duties as
directed. All employees are expected to perform any reasonable task or request that is consistent
with fulfilling company goals and objectives.