Purchasing Assistant

The Purchasing Assistant is responsible for supporting the day-to-day procurement and inventory replenishment activities under the supervision of the Purchasing Manager. This position ensures the accurate and timely processing of purchase orders, vendor communications, and inventory updates to maintain efficient supply chain operations. The Purchasing Assistant works closely with vendors, internal departments, and warehouse personnel to ensure that materials, equipment, and products are ordered and received according to company specifications and schedules.

Essential Duties and Responsibilities

The essential functions include, but are not limited to, the following:

• Assist in the preparation, issuance, and tracking of purchase orders for materials, supplies, and equipment.
• Review purchase requisitions for accuracy, completeness, and proper authorization.
• Communicate with suppliers and vendors regarding pricing, lead times, order status, and delivery schedules.
• Monitor open purchase orders and follow up to ensure on-time delivery.
• Verify order confirmations, invoices, and packing slips against purchase orders for accuracy.
• Coordinate with accounting and warehouse staff to resolve discrepancies in pricing, quantities, or deliveries.
• Maintain and update vendor files, pricing databases, and purchasing records.
• Assist with sourcing new suppliers and obtaining competitive quotes as directed.
• Support inventory management activities by monitoring stock levels and assisting with reordering materials as needed.
• Prepare and maintain purchasing reports, including cost analyses, vendor performance tracking, and delivery summaries.
• Maintain confidentiality of vendor pricing and purchasing information.
• Perform additional duties as assigned by the Purchasing Manager or Operations leadership.

Education and Experience

• High School Diploma or GED required; Associate’s or Bachelor’s degree in Business, Supply Chain Management, or a related field preferred.
• One to two years of experience in purchasing, procurement, or supply chain administration preferred.
• Experience using ERP or inventory management systems is a plus.

Required Skills and Abilities

• Strong organizational, time management, and problem-solving skills.
• Detail-oriented with the ability to manage multiple priorities under tight deadlines.
• Effective written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and/or Google Workspace.
• Ability to build and maintain positive relationships with internal teams and external vendors.
• Basic understanding of purchasing principles, inventory control, and accounting practices.
• Self-motivated with a professional and proactive approach to work.

Supervisory Responsibilities

• None.

Physical Demands and Working Conditions

• Prolonged periods sitting at a desk and working on a computer.
• Occasional visits to warehouse or vendor sites may be required.
• Must be able to lift up to 20 lbs. occasionally.
• Work is performed primarily in an office setting with moderate noise levels.

Work Environment

The Purchasing Assistant works in a fast-paced, team-oriented environment supporting multiple departments. The position requires consistent communication and coordination between purchasing, accounting, and warehouse operations to ensure efficient and accurate procurement processes.

Job Type: Full-time

Pay: $22.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person