Purchasing Assistant

• Strong organizational skills, detail-oriented
• Trustworthy, able to handle sensitive information
• Cooperative and friendly, willing to ask questions and take initiative in tasks
• Associate’s degree (minimum requirement), preferably in Logistics, Business Administration, or related fields. 2-3 years of experience in a similar role preferred.
• Preferred prior experience in preparing customs and shipping documents. Preferred prior knowledge of shipping regulations and policies.

The primary job task of the Purchasing Assistant (Imports) will be assisting in the procurement process by tracking orders, and maintaining purchasing records. This position plays a crucial role in ensuring timely and cost-effective procurement of products and materials based on the Company’s needs.

Include the following. Other duties may be assigned.

• Prepares documents and forms to move goods efficiently through the importing process.
• Reviews paperwork, invoices, and other documents to ensure shipping, handling, customs, storage, and production fees are billed and paid correctly.
• Enters invoices for payment and works closely with the Accounting Department to ensure timely payment of invoices.
• Maintains a database that tracks products through the import process.
• Monitors and examines stock and sales levels to maintain and obtain about three months of stock on all items, to allow for production and shipment time.
• Places purchase orders with the parent company in Italy, and obtains all signatures required for stock orders.
• Updates Company databases and systems with order details (production and availability dates, quantities, discounts) and communicates with Customer Service Department on product and order availability.
• Combines purchase orders to efficiently build a container, working closely with suppliers, customers, brokers, and internal departments (accounting, customer service, sales, warehouses), to ensure efficient and cost-effective orders.
• Electronically receives materials into the transitory warehouse, receiving invoices from freight forwarders and brokers, allocating the costs, and processing invoices for customer payment.
• Tracks shipments using freight forwarder and broker websites and direct contacts, and coordinates exams with brokers and US customs when necessary, while keeping internal customer service department in the know on all delays and holds.
• Assists with the claims process related to product shortages, overages, or shipping errors or delays.
• Attends vendor meetings to support the Purchasing Manager and the goals and initiatives of the Company.
• Assists with the evaluation of offers from vendors, with an end goal of improved pricing.
• Maintains familiarity with the supply chain procedures and creates and interprets cost analyses. Conducts market research to identify pricing trends.