Ingredients and Procurement Coordinator
Klosterman Baking Company
Operations
Hebron, KY, USA
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.
