10 Best Purchasing Assistant Job Descriptions (2023)

Purchasing Assistant Job summary 1

The Purchasing Assistant is responsible for performing routine procurement functions for the acquisition of commodities, equipment, components, and services. This position works under the direction of the Purchasing Manager to support procurement services by performing complex procurement functions for the acquisition of commodities, primarily supplies and services, in a timely, cost-effective manner, for a diverse clientele. As well as provide excellent customer service to client groups and stakeholders, assist with vendor relationships and coordinate with Finance & Administration colleagues.

Purchasing Assistant Duties & Responsibilities 1

• Review and analyze requisitions for equipment and supplies and place orders with external vendors.
• Prepare purchase orders.
• Conduct research as necessary to locate sources for supplies.
• May advise and assist departments in the selection of supplies and equipment.
• Administer contracts, assuring that terms and conditions are met within specification.
• Perform related procurement activities as assigned.
• Enter requisitions and manage data within Oracle system. Ensure that information is accurately entered in the system and follow proper procedures for formatting and securing data. May also update data according to a set schedule or at a user’s request, working to maintain data integrity while making these changes.
• • Support quality assurance and control procedures. In this aspect of the role, examines data for errors related to formatting, locate, and eliminate duplicate entries, or resolve access issues.
  • Prepare comprehensive Excel reports, tracking schedules of goods and blanket PO’s.
  • Award and administer purchase requests through completion, i.e.: ordering, verifying receiving.

Purchasing Assistant Requirements & Skills 1

• Associates degree or equivalent experience performing duties similar to those listed above or a combination of education and relevant experience.
• Experience with an on-line purchase requisition and purchase order system.
• Knowledge of market conditions, trade practices, sources, and lead times.
• Experience placing routine purchase orders relative to best value and reasonableness of price costing.
• Ability to work in a dynamic environment to identify, clarify and resolve routine purchasing problems (e.g. resolve discrepancies on RFPs and purchase orders as they arise).
• Demonstrated ability to work independently and in a team environment.
• • Demonstrated effective written and verbal communication skills.
  • Must have the ability to work independently, take initiative to complete duties proactively, and work under varying deadlines.
  • Excellent interpersonal skills and ability to communicate effectively with a diverse population.

Purchasing Assistant Job summary 2

The Purchasing Assistant is responsible for assisting purchasing staff with PO and other purchasing issues plus routine office administrative responsibilities. In this role, responsibilities will progressively increase as the employee develops and learns. Tasks will include reviewing PO confirmations from suppliers, resolving certain types of these confirmations and escalating some of the confirmations to the appropriate purchasing staff.The Purchasing Assistant is a part of the Procurement division and reports to the Purchasing Operations Manager.

Purchasing Assistant Duties & Responsibilities 2

• Monitors PO acknowledgements and take appropriate action to resolve and/or escalate, based on the situation
• Assists senior purchasing staff with purchasing issues such as expediting delayed deliveries, researching receiving and/or pricing issues and assisting with the resolution of invoice matching issues
• • Performs office receptionist and administrative duties
  • Directs customers and suppliers to the proper supply chain or accounts payable staff based on each situation
  • Shadows Buyers to learn more about the department and the procurement process

Purchasing Assistant Requirements & Skills 2

• Moderate written and strong verbal skills
• Customer service focused; strong customer interaction skills
• Strong aptitude for learning; Able to take on progressively challenging tasks over time
• Moderate capability to multi-task and stay organized
• • Ability to organize daily tasks in a manner to ensure high priority tasks are completed on time
  • High School diploma or equivalent and one year of work experience is required
  • Some college is preferred

Purchasing Assistant Job summary 3

As an order entry Purchasing Assistant, you will oversee all purchasing requests for supplies, services, and equipment for our facilities. Our Supply Chain team is devoted to ensuring our providers have the right tools to care for our community.

Purchasing Assistant Duties & Responsibilities 3

• Process all assigned special purchase requests
• Process on-line requisitions for assigned vendors within twenty four hours
• Work closely with Accounts Payable staff to resolve and avoid invoice discrepancies within forty-eight hours
• Maintain a high degree of communication, cooperation and coordination with assigned departments regarding purchases
• • Report any supplier or customer performance issues
  • Maintain expedited log (courier) to track emergency deliveries
  • Work closely with the Purchasing Manager to ensure that EDI, on line requisitioning, electronic faxing, and file item additions are being optimized

Purchasing Assistant Requirements & Skills 3

• High school diploma or GED required
• 1-3 years of customer service, order entry, or purchasing preferred

Purchasing Assistant Job summary 4

We are currently looking for a Purchasing Assistant for our Purchasing Department. The right candidate will support the purchasing department with a variety of clerical tasks.

Purchasing Assistant Duties & Responsibilities 4

• Maintain vendor packets and qualifications
• Requests for pricing, load price changes
• Revising/updating features lists
• Updating projects vendor lists
• Pricing and distributing design changes
• Keeping all plans updated and in stock
• New project product binders
• Keep the office organized
• Coordinate all paperwork for vendors
• Process purchase orders, change orders and notices to proceed
• • Create and maintain contract files
  • Research invoice or purchase order issues as needed
  • Prepare bid packages

Purchasing Assistant Requirements & Skills 4

• High school diploma or general education degree (GED); or six months to one year related experience and/or training; or equivalent combination of education and experience.

Purchasing Assistant Job summary 5

Purchasing Assistant communicates to the purchasing agent and management in the facility. Responsible for purchasing for all departments and negotiating for pricing and delivery. Also responsible for inventory counts and accuracy of inventory managed by the assistant.

Purchasing Assistant Duties & Responsibilities 5

• Analyzing inventory to place orders from vendors
• Process maintenance orders
• Research cost alternatives to get the best pricing
• Inventory non-production items weekly
• Roll over inquiries
• Order laundry service each week
• Send orders through management approval stages
• Work with supervisors and employees on their needs
• Monitor all orders for delivery, past due and quantities
• SAP expert
• Verifying packing lists and filing
• Order office supplies for entire plant
• Balance credit card statements
• Manage shoe program and place shoes as needed
• Help with receptionist duties when needed
• Assist with special projects
• • Work with warehouses on receiving supplies for non-production items
  • Ship outs for Fed Ex and other carriers
  • Other duties as required

Purchasing Assistant Requirements & Skills 5

• High school diploma or equivalent required
• Previous experience not required
• Excellent written, observational, and verbal communication skills
• Ability to work under minimal supervision. Extensive amount of independent thinking is required.
• Must be able to lift 50 pounds at a time with help if needed
• • Proficient use of Microsoft Office applications required (Excel, data entry and spreadsheets
  • Use SAP functions to analyze business
  • Work with vendors in a courteous, friendly and professional manner

Purchasing Assistant Job summary 6

A Purchasing Assistant is responsible for purchasing products for the company. Duties include the need to understand company needs based on stock, inventory, projects, and plans, as well as the understanding of general sales and market trends according to our industry. The Purchasing Assistant will be responsible for the development of successful relationships with suppliers, distributors, and manufacturers while ensuring that the required products are always in stock.

Purchasing Assistant Duties & Responsibilities 6

• Issue purchase orders to suppliers, distributors, and manufacturers.
• Ensure that orders received are accurate.
• Ensure goods received into the facility are not damaged, expired, or otherwise compromised.
• Handle goods throughout the purchasing process and coordinate functions with Inventory staff.
• Handle product or goods and return to vendor if needed.
• Work closely with relevant departments to ensure products purchased are in line with the needs of the company.
• Maintain current awareness of industry market trends.
• • Conduct competitor analysis to identify best pricing for products.
  • Negotiate with vendors for pricing considerations.
  • Keep accurate records of purchases made.

Purchasing Assistant Requirements & Skills 6

• Bachelor's degree in a related field preferred.
• Experience working as a purchasing assistant in the lab services or medical industry is preferred.
• Good understanding of routinely required products in the industry.
• Excellent computer skills and experience with on-line purchasing programs, vendor websites, and computer programs that track or monitor order status, order receipt, and products inventory.
• Excellent interpersonal and social skills.
• Good verbal and written communication skills.
• • Positive and professional demeanor.
  • Flexible to travel to meet with suppliers, distributors, and manufacturers as required.
  • Able to lift, carry, and move a minimum of 25lbs.

Purchasing Assistant Job summary 7

The purpose of the Purchasing Assistant position is to support the purchasing team members by handling overflow work functions and various duties. This position reports to the Director of Purchasing who gives direction as to priorities and assignments on a regular basis.

Purchasing Assistant Duties & Responsibilities 7

• Assist in processing and accepting drop shipment invoices
• Process purchase orders in system and submit
• Track orders and update inventory management system
• Expedite orders
• • Handle receiving order errors with manufacturers
  • Call manufacturers for pricing/availability
  • Help maintain pricing and product descriptions in system

Purchasing Assistant Requirements & Skills 7

• Some college coursework completed or equivalent experience required
• Computer skills (MS Office)
• Strong typing skills, 35-40 wpm
• Ability to work in a team environment, while also delivering independent results
• Excellent written and verbal communication skills
• Detail oriented and time sensitive to deadlines
• 2 or more years of relevant experience
• Epicor experience
• • Prolonged periods of sitting at a desk and working on a computer
  • Ability to sit at a computer terminal for long periods of time
  • Ability to lift 10 pounds

Purchasing Assistant Job summary 8

The Purchasing Assist reports to the Contracts & Procurement Manager and acts as a liaison between the Shipping & Receiving office and the Purchasing office to resolve order discrepancies. Incumbent must be able to use independent judgement to make decisions, and must be a self-starter that is able to successfully multi-task. This position requires a high level of professionalism and strict adherence to ethical standards.

Purchasing Assistant Duties & Responsibilities 8

• Primary duties will include tracking purchase orders from placement through delivery, providing status reports on open purchase requests as required, obtaining new vendor account information and assisting with entering/updating vendor records, and reviewing/finalizing/scanning open purchase orders to archive files.
• Additional duties may be assigned to support contract/mission support requirements in job-related areas.

Purchasing Assistant Requirements & Skills 8

• An Associate’s or Bachelor’s degree in Business or a related field is desired.
• Familiarity with the Federal Acquisition Regulations (FAR) is highly desired.
• • Experience with Deltek CostPoint is desired.
  • Incumbent must be familiar with commercial software applications such as Excel, Word, Access and PowerPoint, and must have excellent verbal and written communications, computer, and organizational skills.
  • Excellent typing and data entry skills are required.

Purchasing Assistant Job summary 9

We currently have an exciting opportunity for a Purchasing Assistant working directly for the Director of Purchasing working out of our location. Knowledge of Blue Ridge purchasing software is a major plus. There is no relocation assistance for this position.

Purchasing Assistant Duties & Responsibilities 9

• Creates purchase orders of corresponding vendors/suppliers.
• Maintains and updates purchasing data, shipment information and import documents.
• Review and adjust demand forecasts.
• Review and adjust demand exceptions.
• Assists Purchasing Manager.
• Contacting vendors.
• Follow up on timeliness of deliveries with vendors.
• Verifying/insuring products meet buyer specifications.
• Following up on lead times.
• Following up on invoices as necessary.
• • Communicating effectively across all departments.
  • Taking any direction given to you by the purchasing team.
  • Other related duties as assigned.

Purchasing Assistant Requirements & Skills 9

• Proficient knowledge of Excel and Outlook.
• Experience in wholesale distribution is preferred.
• Maintains confidentiality and security of sensitive company information.
• Ability to analyze.
• Ability to problem solve and multi-task efficiently; must be able to work on simultaneous projects while handling new tasks as they arise.
• Works well and communicates effectively with others.
• Solid follow up aptitude, and ability to work independently on assigned tasks as well as to accept direction on given assignments.
• • Ability to plan, organize, prioritize, and use time effectively.
  • Ability to read and interpret written information and follow instructions.
  • High School Diploma or GED required.

Purchasing Assistant Job summary 10

We are looking for a Purchasing Assistant.

Purchasing Assistant Duties & Responsibilities 10

• Evaluates and approves vendors and authorizes purchase requisitions for goods or services.
• Assist in the addition of new vendors, contracts and pricing for goods and services.
• Support in inventory counts and management of non-seed supplies.
• • Maintain and evaluate safety stock and inventory numbers.
  • Work directly with vendors and shared services to ensure timely delivery of products.
  • Working with large data sets for both historical and forecast information, provide analysis on purchasing volume.

Purchasing Assistant Requirements & Skills 10

• Bachelor's degree and at least 1 year + of experience in the field. Relies on experience and judgment to plan and accomplish goals.
• • Business / Purchasing Analysis Experiences
  • Intermediate Excel Skill (VLOOKUP's, PivotTable, If functions and formulas)
  • Purchasing experience is a plus, but not required

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