About Us
Green Top Farms is a New York-based food service company specializing in farm-fresh meals for enterprise workplace dining and corporate catering. We partner with leading companies to deliver elevated daily dining and hospitality experiences, using seasonal ingredients and thoughtful operations to create consistent, high-quality service at scale.
Our mission is to build a more sustainable and equitable food system, starting by reconnecting consumers and local farmers. We believe the results of strengthening that connection are better nutrition, tastier food, greater social justice, and reduced environmental impacts. Our menus reflect this attention to bringing nutritious, delicious food to those who need it most.
Position Summary
The Purchasing Coordinator is responsible for supporting purchasing, accounts payable, inventory receiving, and administrative functions to ensure efficient supply chain operations. This role serves as a key liaison between vendors, warehouse operations, and accounting by managing invoice processing, purchase order preparation, inventory receiving, and task coordination. The Purchasing Coordinator is expected to maintain accurate records in Fishbowl and Ottimate, proactively communicate with internal stakeholders, and support the Purchasing Manager in ensuring timely product availability and operational excellence. Success in this role requires strong attention to detail, organizational skills, problem-solving abilities, and a commitment to maintaining accurate purchasing and inventory data.
ResponsibilitiesInvoice & Accounts Payable Management (35%)
Receive and enter vendor invoices accurately into Fishbowl (FB), ensuring correct item details, quantities, and pricing
- Scan all invoices into Ottimate for processing and approval
- Maintain Ottimate hygiene by regularly clearing out "Needs Attention" items and approving invoices in a timely manner
- Collaborate with MAS (accounting) to ensure all invoices are received and entered before month-end close
- Reconcile invoice discrepancies with vendors and internal teams as needed
Purchasing & Order Management (25%)
Receiving & Inventory Support (25%)
Task Management & Communication (5%)
General Support (10%)
Required Qualifications
- 2+ years of experience in food production, warehouse operations, or commissary expediting environments
- Experience coordinating across multiple departments or operational teams
- Ensures accuracy when processing invoices, purchase orders, receiving inventory, and maintaining system records.
- Strong understanding of inventory control processes, including scanning, tracking, and system accuracy
- Proficiency with production reporting tools and spreadsheets
- Excellent communication and organizational skills
- Ability to problem-solve under pressure and adapt to shifting priorities throughout the day
- A commitment to personal accountability and continuous learning
- Comfortable working in purchasing, inventory, and accounts payable systems such as Fishbowl, Ottimate, Asana, and Microsoft Office/Google Workspace.
Preferred Qualifications
- Experience in enterprise workplace dining, catering, or high-volume food service operations
- Familiarity with inventory management systems (Fishbowl or similar preferred)
- Experience with project management or task tracking tools (Asana preferred)
Role Details
Title: Purchasing Assistant
Job Type: Full-time, On-site
Schedule: Monday through Friday
Reports to: Purchasing Manager
Pay: $26.00/hour