Purchasing Assistant

Job Description

Job Title: Purchasing Assistant (Intern/Entry-Level)

Position Overview

This pivotal role offers an excellent opportunity for an aspiring professional to gain hands-on experience within a dynamic Purchasing Department. The Purchasing Assistant will provide direct support to Buyers, playing a crucial part in the successful completion of various special projects. This position is designed to provide comprehensive exposure to the entire procurement lifecycle, encompassing a wide array of responsibilities essential to supporting critical business segments. The individual will actively engage in diverse purchasing activities, contributing significantly to the department’s operational efficiency and strategic objectives.

Key Responsibilities & Duties

• Purchase Order (PO) Management: Actively monitor and meticulously maintain purchase order confirmations, ensuring accuracy and timely processing.
• Supplier Communication & Expediting: Proactively contact suppliers to obtain tracking information and status updates on open orders. Assist Buyers in making informed expedite decisions based on supply base conditions and critical demand.
• System Data Management: Accurately update delivery dates for orders within the AS400 system and promptly communicate any changes or updates to the relevant Buyers.
• Order Placement: Review demand forecasts and generate new purchase orders as required to maintain optimal inventory levels and fulfill operational needs.
• Receiving & Inventory Control: Gather physical packing slips for delivered products and accurately receive products into the AS400 system, ensuring proper inventory reconciliation.
• Daily Operations Monitoring: Monitor daily tasks and promptly communicate any critical changes or updates to our valued supply base.
• Sourcing & Quotation Support: Assist in the identification and sourcing of new products or alternative suppliers, including the acquisition and management of Request for Quotations (RFQs).
• On-Time Delivery Collaboration: Collaborate effectively both internally across departments and externally with suppliers to ensure the consistent and timely delivery of products.
• Project Assistance: Provide dedicated support to Buyers on various special projects, contributing to their successful execution.
• Compliance & Quality Assurance: Maintain meticulous records and ensure strict adherence to the ISO 9001 quality management program standards.
• Meeting Participation: Actively support and attend relevant internal and external meeting requests, contributing to discussions and action items.
• Ad-hoc Support: Perform other duties, assignments, and special projects as requested by department management.

Required Skills & Abilities

• Problem-Solving: Demonstrated ability to utilize effective problem-solving skills to navigate challenges and find efficient solutions.
• Multi-tasking: Proven capability to efficiently manage multiple tasks simultaneously in a fast-paced environment.
• System Acumen: Develop a strong understanding and proficiency in utilizing the AS400 system for various purchasing functions.
• Communication: Excellent verbal and written communication skills for effective internal and external interactions.
• Collaboration: Strong ability to collaborate effectively with internal teams and external suppliers.

Position Requirements

• Educational Background: Current college students actively pursuing a degree in Supply Chain Management, Logistics, Operations Management, Business Administration, or a closely related curriculum are strongly preferred.

Physical and Mental Requirements to Perform Essential Functions

• Physical Demands: Ability to perform normal office activities including standing, bending, walking, and occasional light lifting within a typical office environment.
• Communication Skills: Essential ability to verbally communicate clearly and effectively with individuals, both in-person and over the phone.