Purchasing Assistant

The Purchasing Assistant provides administrative and operational support to the Purchasing and Supply Chain team. This role is responsible for processing purchase orders, tracking supplier deliveries, maintaining procurement records, supporting inventory management activities, and assisting with supplier communications.

The ideal candidate is proactive, organized, customer-focused, and comfortable working in a fast-paced manufacturing environment.

• Create, process, and monitor purchase orders in the ERP system.
• Obtain order acknowledgments and follow up with suppliers on open orders.
• Track delivery schedules and communicate delays or shortages to internal stakeholders.
• Ensure purchase order accuracy, pricing, and required documentation.
• Maintain purchasing files, supplier databases, and procurement records.
• Communicate with suppliers regarding order status, shipments, pricing, and delivery requirements.
• Assist in obtaining supplier quotations for materials and services.
• Support supplier onboarding and documentation management.
• Escalate supply issues that may impact production schedules.

• Monitor inventory levels and identify potential shortages.
• Assist with cycle counts and inventory audits.
• Work closely with production planning, warehouse, and operations teams to support material availability.
• Support material expediting efforts when necessary.

• Collaborate with Accounts Payable to resolve invoice discrepancies.
• Research receiving, pricing, and quantity issues.
• Assist with reconciliation of purchase orders, receipts, and invoices.
• Prepare purchasing and supplier performance reports.
• Maintain purchasing metrics and data accuracy.
• Identify opportunities to improve purchasing processes and reduce administrative waste.
• Participate in continuous improvement and cost‑saving initiatives.

• High School Diploma or GED required.
• Associate's Degree in Supply Chain, Business Administration, Operations, or related field preferred.

• 1-3 years of purchasing, supply chain, inventory control, customer service, administrative support, or related experience.
• Manufacturing experience preferred.
• Experience using ERP/MRP systems is highly desirable.

• Proficient in Microsoft Excel, Word, Outlook, and Teams.
• Ability to learn and effectively utilize ERP systems.
• Strong data entry and recordkeeping skills.
• Ability to generate reports and analyze basic purchasing information.

• Attention to Detail – Maintains accuracy in purchase orders, records, and data.
• Organization & Time Management – Prioritizes multiple tasks and meets deadlines.
• Communication Skills – Effectively communicates with suppliers and internal teams.
• Customer Focus – Responds promptly and professionally to internal customer needs.
• Problem Solving – Identifies issues and works toward practical solutions.
• Accountability – Takes ownership of responsibilities and follows through on commitments.
• Continuous Improvement Mindset – Looks for opportunities to improve processes and efficiency.