Position Description 

The Purchasing Associate supports GMHC’s purchasing operations by coordinating purchase orders, vendor communication, documentation, and administrative workflow for the Purchasing Department. This role works closely with the Managing Director, Purchasing & Special Projects to help ensure purchasing activities are processed accurately, efficiently, and in compliance with agency procedures. 

The Purchasing Associate provides administrative and operational support for purchasing functions, including purchase order processing, vendor communication, bid collection, documentation management, and follow-up on purchasing-related matters. The role is responsible for maintaining accurate electronic and paper records, responding to staff and vendor inquiries regarding purchasing transactions, and assisting with inventory-related activities as needed. 

This position requires strong organizational, communication, and follow-up skills, attention to detail, math proficiency, discretion, and the ability to manage multiple priorities in a fast-paced nonprofit environment. 

Essential Job Functions 

The Purchasing Associate will be responsible for the following duties: 

Purchasing Operations and Workflow Support 

• Process purchasing requests and related transactions in Intacct or other designated purchasing systems.  
• Support the purchase order workflow from requisition through invoice processing.  
• Enter purchase order requests for supplies, services, and other approved purchasing needs.  
• Communicate with staff and vendors to support approvals, receiving, invoicing, and timely resolution of purchasing matters.  
• Monitor purchase order status and follow up on pending items, delays, discrepancies, damages, returns, and related issues.  
• Investigate, track, and escalate issues that may delay or interrupt purchasing workflow.  

Vendor Coordination and Cost Management 

• Serve as a liaison between staff and vendors regarding order status, pricing, tracking, returns, and related purchasing matters.  
• Maintain professional vendor relationships to support timely service, accurate orders, and appropriate pricing.  
• Assist with obtaining bids, conducting comparison shopping, and supporting effective cost management.  
• Stay informed of supply needs, purchasing options, and product availability to help ensure the agency is appropriately stocked.  

Documentation, Compliance, and Reporting 

• Maintain accurate electronic and paper purchasing records, including requisitions, bids, purchase orders, packing slips, invoices, vendor files, and related spreadsheets.  
• Organize purchasing documentation to support internal review, audit readiness, and compliance requirements.  
• Retrieve purchasing records and supporting documentation for audits, internal requests, and management review.  
• Create, format, and maintain spreadsheets to track purchasing activity, vendor information, inventory, and other department needs.  
• Complete forms and prepare purchasing-related documentation for submission.  
• Provide purchasing data, reports, and basic analytics to management as requested.  

Inventory and Department Support 

• Assist with annual physical inventory and oversight of packing for AIDS Walk New York (AWNY) and periodic inventory counts.  
• Provide administrative support to the Purchasing Department, including filing, data entry, document preparation, and follow-up communication.  
• Support special projects and department initiatives as assigned.  
• Provide backup support for related fiscal or purchasing operations as needed. 

Other Responsibilities  

• Provide assistance with special projects and perform other related duties as assigned by the supervisor, including cross-coverage and backup support for other fiscal operations functions. 

Special Skills and Knowledge 

In addition to the above-listed job responsibilities and educational requirements, the ideal candidate for this position possesses most or all of the following: 

• Strong attention to detail with exceptional organizational and follow-up skills. 
• Ability to work independently with minimal supervision as well as collaboratively within a team environment. 
• Strong math, clerical, and data entry skills with a high level of accuracy. 
• Excellent written, verbal, organizational, and interpersonal communication skills. 
• Ability to communicate professionally and effectively with staff, vendors, and external partners. 
• Ability to manage multiple priorities and work effectively in a fast-paced environment with changing demands. 
• Strong problem-solving skills and the ability to follow through on purchasing and administrative issues in a timely manner. 
• High degree of discretion and professionalism when handling confidential or sensitive information. 
• Self-motivated, dependable, and able to maintain accurate records and documentation. 
• Displays professionalism, integrity, accountability, and sound judgment in daily work. 
• Experience working in a nonprofit or mission-driven environment is desirable. 

 Education and Certification 

• High School Diploma or equivalent required. 
• Associate’s or Bachelor’s degree in Business, Accounting, Finance, Public Administration, or a related field preferred. 
• Minimum of 3 years of experience in purchasing, procurement, supply chain management, fiscal operations, or a related administrative function. 

Technical Skills   The ideal candidate should possess the following technical competencies to effectively support purchasing operations, vendor coordination, documentation, and reporting activities: Intermediate proficiency in Microsoft Excel, including: 

• Creating and maintaining spreadsheets used to track purchasing activity, inventory, vendor information, and department expenses. 
• Using formulas, sorting/filtering functions, and basic reporting tools to support purchasing and reconciliation activities. 
• Organizing and reviewing purchasing data to ensure accuracy and completeness. 

Proficiency in Microsoft Office Suite, including: 

• Outlook (email communication, scheduling, and vendor/staff coordination). 
• Word (preparing correspondence, purchasing documentation, and departmental forms). 
• PowerPoint (basic presentation preparation and departmental support as needed). 

Experience with purchasing, accounting, or financial systems, including: 

• Ability to learn and navigate internal systems, vendor portals, and electronic purchasing platforms efficiently and accurately. 
• Data entry, purchase order processing, invoice tracking, and record maintenance. 
• Experience with Intacct or similar purchasing/accounting systems preferred. 

Strong documentation and recordkeeping skills, including: 

• Maintaining accurate electronic and paper purchasing records. 
• Organizing vendor files, bids, invoices, purchase orders, and related supporting documentation. 
• Supporting audit requests and internal documentation reviews. 

Work Environment & Schedule This is a hybrid position requiring a mix of: 

• This is a hybrid position requiring a combination of remote and onsite work based on departmental and operational needs. 
• The regular work schedule for this position is Monday through Friday from 9:00 AM to 5:00 PM. 
• Onsite attendance may be required for meetings, inventory activities, vendor coordination, audits, trainings, departmental projects, and other business-related functions. 
• Daily responsibilities require frequent use of computers, spreadsheets, purchasing systems, video conferencing platforms, and electronic documentation systems. 
• The Purchasing Associate regularly communicates and collaborates with internal staff, vendors, and external partners regarding purchasing requests, order status, invoices, and related purchasing matters. 
• This role requires the ability to manage multiple priorities, maintain accuracy and organization, and meet time-sensitive deadlines in a fast-paced environment. 
• Occasional local travel to vendor locations, storage sites, or other business-related locations may be required. 
• Depending on operational needs, deadlines, audits, inventory activities, or organizational priorities, occasional evening and weekend work may be required. 
• Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff. 

Physical Demands While carrying out the responsibilities of this role: 

• The position requires prolonged periods of sitting and frequent use of a computer, telephone, and other standard office equipment. 
• The employee must be able to review documentation, enter data, and maintain electronic and paper records with a high degree of accuracy. 
• Regular communication with staff, vendors, and external partners is required, including speaking, listening, and exchanging information in person, by phone, and through electronic communication. 
• The role may require occasional standing, walking, bending, reaching, lifting, or transporting office supplies, files, packages, or inventory items, typically up to 25 pounds. 
• The employee may occasionally assist with inventory organization, supply management, or departmental setup activities as needed. 

GMHC is committed to fostering an inclusive, racially and gender-diverse workplace that reflects and supports the communities we serve. We seek individuals who demonstrate an awareness of, sensitivity to, and commitment to the diverse experiences and needs of our clients, staff, and community members. Working at GMHC requires a commitment to equity, inclusion, and social justice, and the ability to contribute to a respectful, collaborative, and welcoming environment for all.