Purchasing Assistant

The Purchasing Assistant provides administrative and clerical support to the purchasing department to ensure efficient procurement operations. This position assists in maintaining records, communicating with vendors, processing purchase orders, and supporting inventory and supply chain functions. The role is ideal for someone detail-oriented and organized who is eager to contribute to a fast-paced manufacturing environment. 

Key Responsibilities

• Assists with preparing, issuing, and tracking purchase orders following company policies and procedures
• Communicates with vendors to confirm order details, lead times, and delivery status
• Assists in comparing vendor proposals, including pricing and transportation options
• Maintains accurate purchasing records, including vendor data, order history, pricing, and delivery documentation
• Monitors inventory levels and notifies the purchasing team of restocking needs or discrepancies
• Supports the reconciliation of invoices with purchase orders and resolves any discrepancies
• Assists with invoice approvals or returns, under supervision
• Files and organizes digital and physical documents for compliance and audit readiness
• Provides administrative support to the Purchasing Agent and the Purchasing Manager, as needed
• Assists with supplier evaluations by gathering data and helping maintain performance metrics

Qualifications

• High school diploma or equivalent required; associate’s degree or coursework in business or supply chain preferred
• 1-2 years of administrative or purchasing-related experience in a manufacturing environment
• Basic understanding of purchasing and inventory concepts
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
• Familiarity with ERP systems a plus
• Strong attention to detail, organization, and communication skills

Skills & Competencies

• Excellent data entry accuracy and recordkeeping abilities
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines
• Professional communication skills, both verbal and written
• Ability to work effectively with internal teams and external vendors
• Willingness to learn and take direction
• Ability to maintain confidentiality and integrity in handling sensitive information

Expectations & Performance Metrics

• Accurate and timely processing of purchase orders and vendor communications
• Consistent maintenance of procurement records and documentation
• Positive support to team workflow and departmental organization
• Compliance with internal processes and attention to purchasing timelines

Work Environment 

This position operates within an office in a manufacturing facility and requires periodic interaction with production and warehouse teams.