Purchasing Assistant

The Purchasing Assistant will support purchasing operations, maintain supply inventory levels, coordinate with suppliers, and ensure accurate purchasing records and documentation to support effective company operations. The successful candidate will assist in obtaining competitive pricing, resolving purchasing and delivery issues, and maintaining accurate information in the company’s ERP system.

• Create purchase orders and send them to the appropriate suppliers.
• Maintain the office supply and warehouse supply programs, coordinating inventory and supplies across both warehouses.
• Register products under warranty and maintain accurate warranty records.
• Develop, organize, and maintain purchasing records and files.
• Receive order confirmations and assist in maintaining accurate delivery dates in the ERP system.
• Enter shipment tracking information and verify part numbers, pricing, and tariff codes on international purchasing invoices and shipping documentation.
• Review and correct invoices and packing slips, or coordinate corrections with suppliers, to help ensure smooth customs clearance.
• Contact suppliers for quotations and assist in resolving pricing, quality, delivery, and invoice discrepancies.
• Assist with matching invoices, packing lists, and receiving records, and resolve receiving discrepancies.
• Collect and maintain supplier documentation required for ISO compliance and other company requirements.
• Enter non-conformance and supplier process information into the RMA database.
• Receive and enter services, taxes, freight charges, and office supplies into the ERP system.
• Track Fed Ex, DHL, and other purchasing shipments, and file claims when necessary to resolve shipping issues.
• Maintain and update purchasing reports and participate in meetings as required.
• Perform general office duties and other administrative tasks as assigned.
• Provide backup support for all functions of the Purchasing Department.
• Follow company policies, procedures, practices, and applicable safety requirements.
• Perform other related duties as assigned by management or supervision.

• One to two years of purchasing experience preferred.
• Knowledge of purchasing functions, inventory control, and supply management systems.
• Familiarity with global purchasing processes preferred.
• One year of importing experience preferred.
• Strong Microsoft Excel skills.
• Good organizational skills and attention to detail.
• Ability to maintain accurate purchasing records and manage multiple tasks.
• Ability to communicate effectively with suppliers and internal departments.
• Ability to move around the facility and work both inside and outside the office environment.

• Strong communication and interpersonal skills.
• Accuracy and attention to detail when processing purchase orders, invoices, and shipping documents.
• Problem-solving skills and the ability to resolve supplier and delivery issues.
• Ability to work collaboratively with purchasing, warehouse, receiving, and other departments.
• Proficiency in Microsoft Excel and the ability to learn and use ERP systems.
• A commitment to maintaining organized records and following company policies and procedures.
• Flexibility and willingness to provide support across purchasing functions as needed.