Description

TITLE

Inventory Control Specialist

Department: Purchasing / Receiving · Reports To: Purchasing Manager · Full-Time, Non-Exempt (Hourly) · Orlando, FL — On-Site

JOB DESCRIPTION

GEM Supply is a Florida-based janitorial and facility supply distributor serving customers statewide. The Inventory Control Specialist is accountable for the accuracy of our inventory records and for the timely execution and follow-through of open purchase orders.

This is not a warehouse stocking role. The position runs cycle counts, investigates discrepancies to root cause, executes and tracks purchase orders issued under the Buyer's direction, and drives vendor follow-up on late and short shipments. It serves as the on-site operational counterpart to GEM's Buyer: the Buyer decides what and how much to buy; this role ensures those orders land correctly, the physical count matches the system, and problems surface before they reach a customer.

Inventory Accuracy

Conduct scheduled cycle counts and periodic physical inventories across assigned zones
Reconcile discrepancies between physical counts and system records; process adjustments per company policy
Investigate shortages, overages, damaged goods, and missing stock; document root cause and recurring patterns
Flag items with chronic count variance, mis-slotting, or UOM/conversion errors for correction
Support identification of dead stock, slow movers, and obsolete items for disposition review
Serve as on-site verification for the Buyer when system data is in question

Purchase Order Execution & Expediting

Enter, release, and maintain purchase orders in the ERP per the Buyer's direction and company procurement policy
Own the daily open-PO and past-due reports; confirm vendor acknowledgments and monitor ship dates
Follow up proactively with vendors on delivery timelines, backorders, and substitutions; escalate at-risk orders to the Buyer and Sales
Communicate with vendors by phone and email on order confirmations, pricing, delivery updates, returns, and claims

Receiving & Discrepancy Resolution

Coordinate with receiving staff to verify incoming shipments against purchase orders
Resolve quantity shortages, overages, damages, and mis-ships with the vendor and warehouse
Verify pricing and quantities on POs; research and resolve variances between orders, receipts, and invoices with Accounts Payable
File and track vendor claims through to credit or replacement

Records & Reporting

Review recurring reports on count accuracy, open PO aging, and discrepancy trends
Perform other inventory and purchasing support duties as assigned

How Success Is Measured

Cycle count accuracy by zone
Open PO past-due aging
Time to resolve receiving discrepancies
Reduction in recurring discrepancy root causes

Requirements

JOB REQUIREMENTS

Required

High school diploma or equivalent
2+ years in purchasing, inventory control, receiving, or a related administrative role
Advanced Microsoft Excel — pivot tables, VLOOKUP/XLOOKUP, formulas, filtering, and comfort working in large data exports
Demonstrated follow-up discipline: a track record of driving open orders and outstanding issues to resolution without being asked twice
High accuracy in data entry and order processing
Strong analytical and problem-solving skills, particularly in investigating discrepancies to root cause
Excellent written communication and professional email correspondence with vendors
Proven ability to manage competing priorities in a fast-paced environment
Self-motivated and able to work independently with minimal supervision
Dependable, with consistent follow-through on commitments and deadlines
Quick learner who adapts easily to new systems and processes

Preferred

Wholesale or distribution environment experience
Experience with a distribution ERP or WMS (DDI Inform, Advantive, or comparable)
Jan/san, MRO, packaging, or industrial product knowledge
Exposure to K-12, government, or public-sector purchasing cycles

Work Environment & Physical Requirements

Primarily office-based, with regular computer, email, and Excel use throughout the day
Frequent movement between the office and warehouse floor to conduct counts, verify stock, and coordinate with receiving
Must be able to move about a warehouse environment, access stock on racking, and occasionally lift up to 25 lbs
On-site in Orlando, FL; this position is not eligible for remote work

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