Purchasing Assistant

Job Description

The Purchasing Assistant supports purchasing and accounting operations by processing purchase orders and invoices, maintaining accurate records, and communicating effectively with vendors and internal teams. This role combines administrative, purchasing, and basic accounting responsibilities and requires strong attention to detail, excellent computer skills, and the ability to manage multiple tasks in a fast-paced environment.

Purchasing Assistant

• Process and track purchase orders, ensuring accuracy and completeness of all related documentation.
• Handle invoices by verifying information, matching them to purchase orders, and coordinating approvals as needed.
• Support accounts payable and accounts receivable activities, including data entry, reconciliation, and basic bookkeeping tasks.
• Communicate professionally with vendors to clarify orders, resolve discrepancies, and maintain positive working relationships.
• Collaborate closely with purchasing and accounting teams to ensure timely and accurate flow of information.
• Maintain accurate inventory-related records and assist with tracking and updating purchasing and inventory data.
• Perform general administrative duties, including filing, organizing documents, and maintaining electronic records.
• Serve as the first point of contact at the front desk, greeting visitors and directing them appropriately.
• Use computer systems and software tools, including Microsoft applications and other internal systems, to enter and manage data.
• Ask questions and seek clarification when needed to ensure accuracy and compliance with internal processes.
• Manage multiple tasks and priorities, switching between purchasing, accounting, and administrative duties as required.
• Participate in discussions with internal sales and purchasing staff, contributing to clear and productive communication.

• Experience in purchasing, administration, or accounting.
• Experience working with purchase orders, invoices, and vendor communication.
• Basic accounting knowledge, including familiarity with accounts payable, accounts receivable, bookkeeping, and general ledger concepts.
• Strong Microsoft and general computer skills.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and switch between responsibilities effectively.
• Strong verbal and written communication skills.
• Comfort with data entry and maintaining accurate records.
• Willingness to ask questions and seek clarification to ensure accuracy.

• Experience in accounting, accounts payable, accounts receivable, purchasing, or bookkeeping.
• Experience with invoicing, reconciliation, and inventory-related processes.
• Prior administrative experience in an office environment.
• Familiarity with Macola or similar enterprise or purchasing systems is a plus but not required.
• Ability to engage in clear, thoughtful conversations with internal sales and purchasing teams.
• Demonstrated ability to stay organized while multitasking in a dynamic environment.
• Detail-oriented mindset with a focus on accuracy in financial and purchasing documentation.

The Purchasing Assistant works closely with both the purchasing and accounting departments in a collaborative office setting. The role is based at the front desk, serving as the first point of contact for visitors entering the facility. The position involves regular use of computers and Microsoft applications, along with internal systems such as Macola or similar software for purchasing and accounting processes.

The work environment emphasizes teamwork, clear communication with internal sales and purchasing staff, and a balance of front‑desk responsibilities with back‑office purchasing and accounting tasks.

This is a Contract to Hire position based out of Cleveland, OH.

The pay range for this position is $20.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this…