Purchasing Assistant

Summary

The Purchasing Assistant provides administrative and clerical support to the purchasing department and assists with all aspects of the procurement process. This includes handling purchase orders, managing vendor relationships, and ensuring the timely and cost-effective procurement of goods and services. The ideal candidate is detail-oriented, highly organized, and possesses strong communication and administrative skills.

Key responsibilities

• Procurement support:
  • Assists the purchasing team in obtaining price quotes, preparing purchase orders, and tracking orders from placement to delivery.
  • Researches potential vendors and products to help identify cost-saving opportunities.
• Administrative duties:
  • Maintains and updates purchasing databases and records, ensuring accuracy in all documentation.
  • Manages and organizes purchasing files, including invoices, contracts, and supplier information.
  • Prepares reports on purchases, returns, and inventory levels for management.
  • Other duties as assigned
• Vendor and interdepartmental coordination:
  • Communicates with vendors to confirm order details, follow up on late shipments, and resolve delivery or quality issues.
  • Liaises with warehouse staff to reconcile received deliveries with purchase orders.
  • Collaborates with internal departments to understand their purchasing needs.

Required skills and qualifications

• Education: High school diploma or GED equivalent required; an Associate's or Bachelor's degree in Business Administration, Accounting, or a related field is preferred.
• Experience: A minimum of one year of experience in a purchasing, procurement, or administrative role is desirable.
• Technical skills:
  • Proficiency in Microsoft Office Suite, particularly Microsoft Excel for data analysis and reporting.
  • Experience with purchasing or Enterprise Resource Planning (ERP) software is a plus.
• Competencies:
  • Excellent attention to detail: Meticulous approach to data entry and documentation.
  • Strong organizational skills: Ability to multitask and prioritize effectively in a fast-paced environment.
  • Communication skills: Excellent written and verbal communication for interacting with suppliers and internal teams.
  • Analytical skills: Capacity to interpret purchasing data and assist with cost analyses.

Physical requirements and work environment

• The role is primarily office-based, requiring extended periods of computer use and sitting at a desk.
• May involve minimal lifting of supplies and occasional travel to company facilities.

EOE