Purchasing Clerk at UNITED FOOD GROUP INC – Elgin, Illinois

Position Summary

The Purchasing Clerk is responsible for compiling information and records to prepare purchase orders for the procurement of raw food materials, packaging, and services. This role supports supplier negotiations, ensures adherence to purchasing policies and regulatory requirements, manages vendor relationships, and maintains accurate documentation. The Purchasing Clerk plays a key role in supporting production needs while ensuring cost effectiveness, compliance with FDA regulations, SQF requirements, and Good Manufacturing Practices (GMPs).

Key Responsibilities

Procurement of Raw Food Materials

• Source and purchase raw food materials in alignment with production schedules and company standards.
• Evaluate and select suppliers based on quality, cost, and delivery performance.
• Negotiate contracts, pricing, and terms with suppliers to ensure cost savings and reliability.

ERP & Systems Management

• Utilize ERP systems to manage purchase orders, monitor inventory, and maintain accurate procurement records.
• Ensure data integrity and consistency within the system.
• Generate and analyze procurement reports to identify trends and opportunities for improvement.

Compliance & Documentation

• Ensure all purchasing activities comply with GMPs and food safety standards in coordination with the SQF Practitioner and Plant Manager.
• Maintain up-to-date procurement documentation for audits and inspections.
• Review, approve, and receive orders in QuickBooks, submitting to Accounting as needed.
• Consolidate bills of lading, packing lists, invoices, and related order documents.

Supplier Relationship Management

• Build and maintain strong supplier relationships to support a reliable supply chain.
• Resolve issues or discrepancies promptly with vendors.
• Conduct supplier performance reviews and track corrective actions when necessary.

Pricing & Cost Management

• Maintain and update current pricing for packaging materials and ingredients to ensure accurate case pricing.
• Identify and track both cost increases and decreases affecting product pricing.
• Update and maintain Master Costing spreadsheets as required.

Education

• High school diploma or equivalent required.

Experience

• Minimum of 3 years’ experience in purchasing raw food materials or a related field.
• Experience with ERP systems (e.g., SAP, Oracle, Microsoft Dynamics, Fishbowl).
• Familiarity with GMPs, SQF requirements, and regulatory documentation in the food industry.

Skills

• Strong negotiation and communication skills.
• Excellent organizational and time management abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Strong mathematical and analytical skills.
• Attention to detail and accuracy in record-keeping.
• Ability to work independently and collaboratively as part of a team.