Job Summary: The Purchasing Assistant supports the day-to-day execution and administration of purchasing activities to help ensure materials and products are available to meet customer and operational requirements. The position prepares and maintains purchase orders, obtains supplier acknowledgments, monitors open orders, maintains accurate purchasing data in the ERP system, and communicates supplier-confirmed status to internal stakeholders. The Purchasing Assistant works with Supply Chain, Engineering, Quality, Receiving, Accounting, Customer Service, suppliers, and logistics providers to resolve shortages, delivery discrepancies, documentation needs, and other purchasing issues. The role operates within approved suppliers, specifications, inventory policies, and delegated purchasing authority. Primary Job Duties: - Supports supplier research, requests for quotation, and quote comparisons; escalates supplier selection, pricing negotiations, and commercial commitments to the Supply Chain Manager.
- Creates, releases, and revises purchase orders from approved requisitions, verifying item number, description, quantity, unit of measure, price, vendor, ship-to location, and required date before release.
- Obtains supplier acknowledgments and maintains confirmed quantities, costs, ship dates, delivery dates, and other purchasing information in Business Central.
- Maintains purchasing master data, including vendor item numbers, lead times, minimum order quantities, units of measure, costs, and approved replenishment or planning parameters.
- Reviews open purchase order, backorder, and shortage reports; follows up on late or unconfirmed lines and escalates material risks to the Supply Chain Manager.
- Communicates supplier-confirmed order status and delivery information to internal stakeholders and clearly identifies dates that remain tentative or unconfirmed.
- Coordinates shortages, backorders, and proposed substitute items with suppliers and internal departments; obtains required approval before making item or specification changes.
- Supports new-item setup and assigns FT manufacturer part numbers using the approved naming convention, subject to review and approval.
- Coordinates with the FT China office, suppliers, and logistics providers to track shipment plans, required shipping documents, expected departure dates, and delivery status.
- Coordinates with Receiving, Accounting, and suppliers to resolve purchase order, receipt, invoice, quantity, pricing, and delivery discrepancies.
- Coordinates supplier claims and corrective-action requests with Quality when nonconforming or defective material is received; follows the approved material-disposition process.
- Collects and maintains required supplier documentation, including drawings, material certifications, compliance records, and other purchasing or quality documents.
- Supports approved inventory and planning parameters, identifies exceptions or data issues, and reports potential shortages, excess inventory, or obsolete material for review.
- Establishes and maintains professional relationships with suppliers and internal customers and performs other duties as assigned.
Primary Competencies: - Clear written and verbal communication skills, including the ability to communicate technical specifications, purchasing requirements, and supplier-confirmed status.
- High degree of accuracy, attention to detail, organization, and follow-through.
- Ability to manage multiple priorities and escalate time-sensitive shortages, supplier delays, and data discrepancies.
- Working knowledge of Microsoft Excel and Outlook and the ability to become proficient in Business Central and other company systems.
- Ability to interpret item descriptions, units of measure, pricing, delivery dates, drawings, and basic technical information.
- Ability to maintain professional supplier relationships and hold suppliers accountable for acknowledgments, documentation, quality, and delivery commitments.
- Sound judgment regarding approval limits, confidentiality, and when issues require management, Engineering, Quality, or Compliance review.
Qualifications: - High school diploma or equivalent required; associate degree in Business, Supply Chain, Purchasing, or a related field preferred.
- 1–2 years of experience in purchasing, procurement, supply chain, inventory, manufacturing, or administrative support preferred.
- Basic understanding of purchase orders, inventory, supplier communication, order tracking, and purchasing documentation preferred.
- Strong organizational skills and attention to detail with the ability to manage multiple priorities.
- Effective written and verbal communication skills and the ability to build professional relationships with suppliers and internal departments.
- Proficiency with Microsoft Office, particularly Excel and Outlook; experience with Business Central or another ERP/MRP system preferred.
- Basic problem-solving skills with the ability to investigate and follow up on late orders, shortages, pricing discrepancies, receipt issues, and other purchasing exceptions.
- Ability and willingness to learn purchasing processes, supplier requirements, inventory practices, and company systems.
- Ability to occasionally travel for supplier visits, meetings, or training as needed.
Culture: - Foster a collaborative and positive work environment, ensuring clear and respectful communication across all levels of the organization
- Actively drive change by encouraging and implementing cross-functional improvements that enhance operational efficiency and product quality
- Respectfully listen to concerns and ideas brought to your attention
- Respect confidentiality
- Embody our values of Integrity, Trust, Creativity and Courage, Teamwork, and Excellence
Working Conditions: - Fast-paced manufacturing environment.
- Requires standing, walking, and lifting for extended periods.
- May involve exposure to noise and varying temperatures.
- Occasional lifting up to 50 lbs.
Attendance Requirements: Attendance on a regular, consistent basis is mandatory. Accommodations: Essential functions of this position may include but are not limited to lifting, reaching, bending, stooping, twisting, kneeling, crouching, carrying objects, ascending/descending stairs and commuting to work location. If you are an individual with a disability and need a reasonable accommodation to perform the essential job functions under the Americans with Disability Act (ADA) or other state or federal law, you may request the accommodation during the interview process.
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