Procurement Specialist, Replenishment

PROCUREMENT SPECIALIST, REPLENISHMENT

Reports to: Director, Procurement

FLSA Status: Non-Exempt

SUMMARY

The Procurement Specialist leverages category expertise and vendor-specific knowledge to manage inventory levels for all assigned items, suppliers, and categories, in support of established service level targets to the organization's customers.

As a standardized, entry-level position within the organization, the Replenishment Specialist is responsible for executing high-priority procurement functions, including purchase order management, inventory monitoring, and core KPI reporting. They serve as the primary point of contact for vendor purchase orders within an assigned category and collaborates closely with Procurement Operations to resolve issues, ensuring the timely and accurate fulfillment of customer orders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Daily Replenishment Duties and KPI Monitoring

• KPI & Performance Reporting: Delivers on desk-specific KPIs including Service Level, Days-Inventory-On-Hand (DIOH), Excess and Obsolete inventory (E&O), and Spoilage. Routinely monitors inventory health reports — including stock-outs, waitlists, and subgroup exceptions — and escalates with suggested actions as needed.
• PO Creation & Execution: Analyzes economic order quantities, forecasts, lead times, vendor set-up, safety stock, and other factors, applies established guidelines and analytical tools to create efficient purchase orders with suppliers. Executes forward-buy opportunities to achieve profitability targets for the period or year, executing PO timing decisions within established parameters/guidelines to balance KPIs with business needs.
• Inventory Monitoring & Issue Resolution: Proactively reviews projected out-of-stock reports daily and makes purchasing decisions — including sourcing substitute products where appropriate — to ensure customer order fulfillment.
• Supplier Recovery & Communication: Establishes clear communication with internal partners on supplier production delays or order shortages, while pursuing recovery options with urgency.

Cross-Functional Coordination and Company Performance Optimization

• Inventory Loss Prevention: Collaborates with internal and external business partners to reduce overstock, slow-moving, and obsolete inventory, initiating product returns where applicable. Uses understanding of product shelf life and manufacturing dates to prevent spoilage within assigned buying categories.
• Seasonal Adjustments: Communicates closely with cross-functional partners to capture seasonal trends and events in the business, and supports profitability through accurate cost management.
• Category Management Coordination: Partners appropriately with the product/category management team to maintain supplier relationships and ensure proper accountability.
• Logistics & Warehouse Coordination: Cooperates with Logistics, Replenishment Excellence, and Warehouse Operations teams to identify freight consolidation opportunities and drive efficient receiving practices — maximizing net income and achieving best cost of goods.

Team Cooperation and Continuous Improvement

Participates on a team of 5-6 talented Procurement professionals, contributing to a strong culture of customer-service orientation, collaboration, and performance, specifically by:

• Process Improvement: Shares current challenges, operational learnings, and opportunities with Procurement staff, and makes recommendations for how to improve standard processes.
• Clear Communication Channels: Ensures smooth coordination and information flow between Operations, cross-functional partners, and Customer Success.

Cross-Functional Collaboration

Collaborates with Procurement functions and cross-functional partners to ensure smooth PO execution and issue resolution, specifically by:

• Replenishment Operations Coordination: Communicates with Replenishment Leads/Assistants to confirm POs are delivered successfully and to remedy situations in which issues arise.
• Replenishment Excellence Partnership: Coordinates with the inventory optimization and demand forecasting team to optimize PO buying decisions and truck builds.
• Logistics Collaboration: Partners with Logistics to resolve OTD issues, coordinate truck builds, and address order shortages/delays.
• Warehouse Operations Collaboration: Works with Warehouse Operations to align on receiving schedules and practices.
• Category Management Collaboration: Partners with Category Management on commodity buying guidance, supplier relationships, and sourcing decisions.
• Sales Collaboration: Supports Sales with customer service needs as they arise.
• Perform all other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, experience and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education
• Bachelor’s Degree, or equivalent work experience. Applicable certifications may be considered (military service, APICS, CPM, etc.)
• Experience
• Minimum of 3 years of purchasing experience preferred
• 1+ years of direct inventory management/supply chain experience required
• Prior foodservice experience preferred
• Supply Chain Planning and Optimization
• Skills
• Proficient with Microsoft Office programs and email (Outlook)
• Ability to function platforms such as NetSuite, NetStock, and AI tools
• Organized and attention to detail
• Ability to manage high-pressure situations and meet daily/weekly timelines with a high sense of urgency
• Ability to work independently and as a team player
• Ability to work in a fast-paced environment
• Good project management skills, attention to detail, and ability to multi-task
• Strong analytical and reporting skills
• Excellent verbal & written communication

WORKING CONDITIONS

• Work is typically performed in normal office conditions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to sit for prolonged periods of time in front of a computer daily.
• Frequently required to stand; walk; and stoop, kneel, crouch or crawl.
• Must have visual and hearing acuity.
• Ability to use hands and fingers to reach, lift and carry 25 pounds on a regular basis
• Digital dexterity and hand/eye coordination in operation of office equipment including a computer
• Ability to speak to, hear, and understand others via phone and in person in English