Ingredients and Procurement Coordinator

Department: Supply Chain / Procurement

Reports To: Vice President Supply Chain & Procurement

FLSA Status: Non-Exempt / Exempt (select as appropriate)

Job Summary

The Ingredients and Procurement Coordinator supports the procurement and supply chain function by assisting with the purchasing, coordination, and documentation of ingredients and packaging materials used in bakery operations. This role works closely with the Senior Buyer, warehouse, production, and vendors to ensure accurate purchase order processing, effective inventory tracking, and timely material availability. The position is administrative and operational in nature and does not carry independent buying or vendor contract authority.

Key Responsibilities

Procurement & Purchasing Support

Assist the Senior Buyer with day-to-day procurement activities for ingredients and packaging materials

Prepare, enter, and maintain purchase orders in the ERP or purchasing system as needed

Track open purchase orders, follow up on confirmations, deliveries, and discrepancies as needed

Maintain accurate records of pricing, specifications, and supplier documentation

Support vendor communication related to order status, shipping details, and basic inquiries

Input of all material adjustments in the ERP system

Inventory & Warehouse Coordination

Coordinate with warehouse and production teams to support inventory availability and material flow

Assist with inventory tracking, including usage, shortages, and overstock reporting

Support physical inventory counts and inventory reconciliation activities

Help identify and escalate potential supply or inventory issues to the Senior Buyer

Conducts cycle counts on predetermined items to ensure accuracy

Reporting & Administrative Duties

Prepare routine reports related to purchasing activity, inventory levels, and material usage

Maintain organized procurement files and documentation for auditing and traceability purposes

Support data accuracy in purchasing and inventory systems

Assist with process improvements related to procurement and inventory workflows

Cross-Functional Support

Collaborate with production, quality, warehouse, and logistics teams to support bakery operations

Provide backup support to other supply chain team members as needed

Perform other related duties as assigned

Qualifications

Required

High school diploma or equivalent

1-3 years of experience in procurement support, purchasing administration, inventory, or supply chain coordination (manufacturing or food production preferred)

Strong attention to detail with the ability to manage multiple priorities

Proficient in Microsoft Excel , Word, PowerPoint, SharePoint, DropBox and basic data reporting

Experience working in ERP, purchasing, or inventory management systems

Preferred

Associate s or Bachelor s degree in business, supply chain, logistics, or related field

Experience in food manufacturing, bakery operations, or CPG environments

Familiarity with ingredients, packaging materials, or warehouse operations

Skills & Competencies

Strong organizational and time-management skills

Clear written and verbal communication

Ability to work collaboratively across departments

Data accuracy and documentation discipline

Problem-solving and follow-up orientation

Work Environment & Physical Requirements

Combination of office and warehouse/production floor environment

Ability to walk the warehouse/production floor and participate in inventory counts

Occasional lifting of boxes or materials (up to 25 lbs ., if applicable)

Position is on site in Hebron KY at the HQ office

Travel to all bakeries will be required periodically

Full time position with typical business hours

Occasional evening or weekend work to meet deadlines or address urgent supply chain issues

Position Scope & Authority

This role provides support and coordination only and does not have authority to negotiate contracts, approve supplier agreements, or independently commit company funds beyond established procedures.