Purchasing Coordinator

Purchasing Coordinator

Location: Evansville, IN
Department: Purchasing / Procurement
Reports To: Purchasing Manager

Position Summary

The Purchasing Assistant supports the daily procurement activities of Lewis Bakeries by coordinating the sourcing, purchasing, inventory management, and payment processing of goods and services across the organization. This position plays a critical role in ensuring operational continuity by maintaining appropriate inventory levels, supporting vendor relationships, processing purchase orders and invoices, and assisting internal stakeholders with purchasing needs.

Working closely with the Purchasing Manager, vendors, and departments across Sales, Marketing, Administration, Manufacturing, Maintenance, Sanitation, and Operations, the Purchasing Assistant helps ensure materials and supplies are acquired in a timely, cost-effective, and accurate manner while supporting company standards for quality, service, and fiscal responsibility.

Key Responsibilities

Procurement & Purchasing Operations

• Support daily purchasing activities for corporate offices, bakeries, distribution centers, and operational departments.
• Create, process, and monitor purchase orders to ensure timely delivery of goods and services.
• Source suppliers, obtain competitive quotes, and assist in evaluating vendors based on quality, service, delivery performance, and pricing.
• Maintain vendor information, pricing agreements, and purchasing records within company systems.
• Track open purchase orders and proactively resolve issues involving pricing, delivery, shortages, damaged goods, or invoice discrepancies.
• Assist with supplier communications regarding order status, lead times, and product availability.
• Support procurement initiatives focused on cost savings, standardization, and process improvement.

Inventory Management

• Conduct recurring inventory counts and cycle counts as required to support production and operational needs.
• Monitor inventory levels and purchasing trends to help prevent shortages, excess inventory, and obsolete materials.
• Coordinate replenishment activities based on usage patterns, forecasts, and departmental requirements.
• Assist in maintaining accurate inventory records and transaction documentation.

Sales & Marketing Support

Support procurement activities for various sales and marketing initiatives, including:

• Display and store fixture purchases.
• Food show materials and promotional items.
• Marketing collateral and branded materials.
• Sales uniform administration, including annual ordering, allowance tracking, vendor coordination, shipment tracking, and invoice processing.

Administrative & Corporate Services Support

• Coordinate business card ordering, proof review, distribution, and invoice processing.
• Manage office supply procurement and inventory.
• Support ordering of stationery, printed materials, and other administrative supplies.
• Assist with developing standardized purchasing processes and controls for administrative supply management.

Manufacturing, Maintenance & Sanitation Support

• Support sourcing and procurement of maintenance parts, tools, equipment, and operational supplies.
• Assist with purchasing chemicals, sanitation supplies, and related materials to support food safety and sanitation programs.
• Work with plant personnel to maintain appropriate inventory levels and support operational continuity.
• Participate in periodic inventory and purchasing reviews within bakery operations.

Accounts Payable & Record Management

• Verify receipt of goods and services prior to invoice approval.
• Process vendor invoices accurately and timely in accordance with company procedures.
• Maintain organized purchasing files, vendor records, pricing documentation, and procurement reports.
• Support month-end and year-end purchasing activities as needed.
• Ensure purchasing documentation complies with company policies and internal controls.

Process Improvement & ERP Support

• Assist in maintaining accurate purchasing data within ERP and purchasing systems.
• Support implementation of process improvements and purchasing best practices.
• Document purchasing procedures and help establish standardized workflows for new areas of responsibility.
• Participate in training and continuous improvement initiatives designed to increase procurement efficiency and effectiveness.