Purchasing Coordinator (VA and OH)

•      Utilizing incoming manifests and invoices, create and ensure the accuracy of product masters in relevant POS systems.

•      In accordance with the retail promotional calendar, create and maintain sales and promotions in relevant POS systems/menus.

•      Assist with troubleshooting issues that retail teams may experience regarding sales and promotions.

•      Create, submit, and track purchase orders across all assigned markets.

•      Verify pricing, quantities, SKUs, and delivery dates against negotiated terms and deal agreements.

•      Follow up with vendors on order confirmations, changes, substitutions, and backorders.

•      Maintain PO status visibility for purchasing leadership and store teams.

•      Maintain the vendor credit tracker, logging all credits owed and received.

•      Follow up with vendors on aging credits and escalate unresolved balances.

•      Reconcile invoices against purchase orders and receiving records, identifying and resolving discrepancies before they reach Accounts Payable.

•      Support month-end reporting on outstanding credits and reconciliation status.

•      Manage the delivery scheduling intake process and coordinate timing between vendors and store receiving teams.

•      Communicate delivery windows, changes, and delays to store managers.

•      Log and route receiving issues such as shortages, damages, mislabeled product, and Metrc discrepancies through the issue submission process.

•      Track issue resolution and confirm corrective credits or replacements are received.

•      Maintain accurate, current order logs, deal trackers, and pricing records.

•      Update vendor contact information, terms, and agreement details in team systems.

•      Support margin analysis and vendor negotiation prep by providing clean, reliable data.

•      Assist with building and maintaining team tools, templates, and SOP documentation.

•      Manage category data points (brands, strains, weights, etc.) for accurate reporting.

•      Serve as a first point of contact for routine store order questions.

•      Provide weekly communication on new orders/items.

•      Handle day-to-day vendor correspondence on orders, deliveries, and credits.

•      Escalate pricing, terms, or relationship matters to the Retail Purchasing Specialist or Director as appropriate.

•      Support team meetings with agendas, notes, and follow-up tracking as needed.

•      Strong attention to detail and comfort working with high volumes of data (pricing, SKUs, invoices, credits).

•      Proficiency in Excel/Google Sheets; comfort learning new systems and platforms quickly.

•      Strong organizational and follow-up skills, with the ability to manage multiple vendors, markets, and deadlines simultaneously.

•      Clear written and verbal communication skills for coordinating across vendors, store teams, and leadership.

•      Ability to work in a fast-paced, deadline-driven, compliance-heavy environment.

•      Experience in cannabis retail, wholesale, or a regulated industry preferred.

•      Familiarity with Metrc or other seed-to-sale tracking systems preferred.

•      Experience with POS and inventory platforms such as Dutchie, Treez, or similar preferred.

•      Bachelor's degree in Business, Supply Chain, or related field preferred.

•      Equivalent combination of work/education experience accepted.

•      1–3 years of experience in purchasing, procurement, retail operations, or supply chain coordination.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

AYR Wellness is an equal opportunity employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We do not discriminate on the basis of race, color, religion, creed, national origin, ancestry, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, age, disability, genetic information, marital status, military or veteran status, or any other protected status in accordance with applicable federal, state, and local laws.