Assistant Buyer

Position Summary and Purpose:

The Assistant Buyer will play a crucial role in supporting our Purchasing department by efficiently managing various administrative tasks and supporting the smooth flow of procurement operations. Excellent organizational skills, strong attention to detail, and effective communication abilities will be key in this role.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Materials Management and Support:

• Manage the sample request process from start to finish, communicating detailed information and specific needs to relevant departments and vendors.
• Inform stakeholders of status updates, needs, or anticipated challenges throughout sample request process.
• Manage extension requests for expired materials.
• Verify and match price confirmations, and update revisions in the ERP system.

Pricing, Invoicing, and Order Support:

• Generate and process purchase order invoices accurately and in a timely manner.
• Maintain organized records of purchase orders and invoices for future reference.
• Conduct research to identify pricing and item information to aid decision-making.

Shipment Tracking and Communication:

• Monitor and update the database with information on outstanding shipments.
• Facilitate regular communication regarding inbound shipments to relevant stakeholders.
• Enter data into Asana and Deacom systems to ensure timely delivery.

Reporting:

• Provide weekly reports on purchase order counts to facilitate tracking and analysis.
• Prepare and distribute weekly emails to the executive team regarding price changes.
• Compile and organize purchase order packets for submission to the Accounting department.

Claims and Issue Resolution:

• Assist in processing claims for damaged or missing goods, coordinating with relevant parties.

Additional duties as assigned.

Required Skills and Abilities:

• Proficient in using ERP systems for data entry and management.
• Strong communication skills for effective interaction with internal teams and external partners.
• Detail-oriented with excellent organizational and time management skills.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams) and familiarity with task management tools like Asana.
• Problem-solving skills and the ability to adapt to changing priorities.

Physical Demands:

The physical responsibilities described here must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit, stand, bend, as well as talk and hear. Specific vision abilities required by this job include close vision. Must be able to regularly use hands to handle or feel objects, tools, or controls, reach with hands and arms, and climb stairs. The position requires the ability to occasionally lift, push, or pull office equipment and supplies up to 25 pounds.

Working conditions:

The position works in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The noise level in the work environment is typically quiet.

Position Type / Expected Hours of Work

• This is a full-time position. Standard days and hours of work are Monday - Friday, 7:00 am – 3:30 pm. Typically Friday's are remote.

Education and Experience:

• High school diploma or equivalent required; relevant college coursework or degree is a plus.
• 1+ year of experience in a Purchasing role or related field is required.