Purchasing Assistant

Job Title: Purchasing Assistant

Department: Finance

Reports To: Purchasing Manager

Employment Type: Full-Time

Position Summary:

The Purchasing Assistant plays a crucial role in supporting the purchasing and procurement function within the company. This position entails assisting with vendor coordination, processing purchase orders, tracking inventory, and maintaining documentation. The Purchasing Assistant will contribute to ensuring timely, accurate, and cost-effective purchasing while adhering to company policies and procedures.

Key Responsibilities:

• Assist in the creation, review, and processing of purchase orders, ensuring accuracy and compliance with company standards.
• Communicate effectively with vendors regarding pricing, product availability, delivery schedules, and order status to facilitate smooth transactions.
• Monitor and track orders, proactively following up on backorders, discrepancies, or delivery issues as they arise.
• Maintain comprehensive and accurate purchasing records, files, and vendor documentation for easy retrieval and compliance audits.
• Support inventory monitoring, assisting with the assessment of stock levels and inventory replenishment needs.
• Verify invoices against purchase orders and receiving documents to ensure accuracy before payment authorization.
• Assist in vendor onboarding processes and maintain up-to-date vendor databases for efficient operational use.
• Prepare basic purchasing reports and spreadsheets as required for management review.
• Collaborate with internal departments to understand and support their purchasing needs effectively.
• Ensure compliance with company policies and internal controls throughout the purchasing process.

Required Qualifications:

• High school diploma or equivalent required; associate degree in business or related field preferred.
• 1–3 years of administrative, purchasing, or accounting support experience preferred.
• Strong attention to detail and exceptional organizational skills, with a commitment to producing high-quality work.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) for documentation and reporting.
• Ability to manage multiple priorities effectively and meet deadlines in a fast-paced environment.
• Clear and concise written and verbal communication skills for effective interaction with vendors and internal teams.
  

Preferred Qualifications:

• Experience with purchasing or ERP systems for procurement processes.
• Basic understanding of procurement or inventory management processes.
• Previous experience interacting with vendors or supply chain partners is a plus.
  

Skills & Competencies:

• Strong data entry skills with a focus on documentation accuracy.
• Problem-solving abilities, including attention to detail and strong follow-up skills.
• Customer-service-oriented mindset when interacting with internal teams and external vendors.
• Ability to work independently while also being an effective team player, contributing to a collaborative work environment.
  

This job description provides a comprehensive overview of the role of Purchasing Assistant within our Finance/Operations department. If you are detail-oriented, organized, and eager to contribute to our purchasing function, we encourage you to apply.