Purchasing Assistant

Job Summary

The Purchasing Assistant supports the purchasing department in acquiring goods and services for the organization. This role involves assisting in supplier selection, placing orders, maintaining inventory levels, and ensuring that purchases are made in a timely and cost-effective manner. The ideal candidate will have strong organizational skills, attention to detail, and an understanding of procurement processes. Additionally, the candidate should be able to thrive in a fast-paced environment, effectively managing multiple tasks and meeting tight deadlines.

Key Responsibilities

Procurement Support

• Assist the purchasing team in obtaining quotes and comparing prices from suppliers.
• Help place orders for goods and services based on department requirements.
• Monitor order status to ensure timely delivery of materials and products.
• Track inventory levels and assist in managing reordering processes to avoid stockouts or overstocking.

Vendor Management

• Communicate with suppliers to obtain product availability, delivery schedules, and pricing.
• Assist in evaluating supplier performance and maintaining positive relationships with vendors.
• Update and maintain supplier information, ensuring records are accurate and up-to-date.

Order Processing

• Prepare and process purchase orders (POs) for goods and services required by the organization.
• Verify purchase order details to ensure accuracy, including product descriptions, quantities, and prices.
• Ensure that purchase orders are approved by the appropriate personnel and delivered on time.

Inventory Control

• Track stock levels and notify the purchasing department when supplies are running low.
• Assist in managing the receiving and inspection of goods to ensure quality and compliance with specifications.

Documentation and Record Keeping

• Maintain accurate records of all purchasing transactions, including invoices, purchase orders, and receipts.
• Assist in the preparation of purchasing reports, analyzing trends, and identifying opportunities for cost savings.

Administrative Support

• Assist with administrative duties related to the procurement process, including data entry, filing, and reporting.
• Coordinate the return of defective or incorrect goods with suppliers.

Qualifications

• High school diploma or equivalent (Bachelor’s degree in business, supply chain management, or a related field is preferred).
• Proven experience in a purchasing, administrative, or supply chain role is an advantage.
• Knowledge of purchasing software or ERP systems is a plus.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook).

Skills

• Strong attention to detail and accuracy in processing orders and tracking inventory.
• Good communication skills for liaising with suppliers and internal departments.
• Excellent organizational and time-management skills, with the ability to prioritize and handle multiple tasks in a fast-paced environment.
• Ability to work under pressure and meet deadlines without compromising accuracy.
• Basic understanding of procurement and supply chain management processes.

Work Environment

• Office-based with potential for occasional on-site visits to suppliers or warehouses.
• Regular business hours with potential for overtime during peak procurement periods.
• Ability to work in a fast-paced environment where quick decision-making and adaptability are key.