Purchasing Assistant

Job Title: Purchasing Assistant

Department: Finance / Operations

Reports To: Purchasing Manager

Employment Type: Full-Time

Position Summary

The Purchasing Assistant supports the purchasing and procurement function by assisting with vendor coordination, purchase order processing, inventory tracking, and documentation. This role helps ensure timely, accurate, and cost-effective purchasing while maintaining compliance with company policies and procedures.

Key Responsibilities

• Assist with creating, reviewing, and processing purchase orders
• Communicate with vendors regarding pricing, availability, delivery schedules, and order status
• Track orders and follow up on backorders, discrepancies, or delivery issues
• Maintain accurate purchasing records, files, and vendor documentation
• Support inventory monitoring and assist with replenishment needs
• Verify invoices against purchase orders and receiving documents
• Assist with vendor onboarding and maintaining vendor databases
• Prepare basic purchasing reports and spreadsheets as needed
• Coordinate with internal departments to support purchasing needs
• Ensure compliance with company policies and internal controls

Required Qualifications

• High school diploma or equivalent required; associate degree preferred
• 1–3 years of administrative, purchasing, or accounting support experience preferred
• Strong attention to detail and organizational skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to manage multiple priorities and meet deadlines
• Clear written and verbal communication skills

Preferred Qualifications

• Experience with purchasing or ERP systems
• Basic understanding of procurement or inventory processes
• Experience working with vendors or supply chain partners

Skills & Competencies

• Strong data entry and documentation accuracy
• Problem-solving and follow-up skills
• Customer-service mindset when working with internal teams and vendors
• Ability to work independently and as part of a team