Job Description

TITLE

Inventory Control Specialist

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

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