Purchasing Assistant

Purchasing Assistant

The Purchasing Assistant (PA) will provide administrative support to the Purchasing Manager and the Purchasing Department. This position will be responsible for administrative clerical duties, daily communication with vendors for purchase order expediting, facilitating interoffice department communications and providing purchasing support for new and existing projects.

Essential Job Duties

• Confirm receipt of purchase orders and resolve any discrepancies
• Track purchase orders from order placement to delivery and notify stakeholders of issues as appropriate
• Expedite purchase orders at the direction of the Purchasing Manager or per established policy
• Create all Customer Owned Bulk purchase orders
• Create purchase orders as requested by Purchasing Manager
• Process purchase order declarations
• Report out-of-stock inventory to internal stakeholders daily
• Create new items upon request, gather supporting data, specifications, and documents
• Maintain and update master item data to established company guidelines and standards
• Assist warranty department in processing returns using external vendor websites, expediting supplier return purchase orders, closing of warranty documents per established guidelines as appropriate
• Assist with new and existing projects, including requests for special pricing, creating new items and reports, and expediting purchase orders for rollout schedules
• Review all invoicing discrepancies with Accounts Payable and assist in resolution
• Process reports in NetSuite and export to Excel, deliver to appropriate stakeholders on established schedule or for as needed requests
• Perform other job duties as assigned

To perform this job successfully, the incumbent must be able to perform each of the essential job duties listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Core Competencies

Effective communicatorStrategic ThinkingProblem Solving/Analysis - Business AcumenProactive InitiativeDecision Making

Qualifications/Basic Job Requirements

• Advanced Data Entry Skills
• High Level of Accuracy
• Proficient in Microsoft 365
• Advanced skills in Microsoft Word and Excel
• Proficient in remote/virtual communication
• ERP Experience – NetSuite preferred
• Advanced Written and Oral Communication Skills
• Advanced Analytical Skills
• Detail Oriented & Highly Organized
• Ability to meet deadlines and administer a task priority listing based on company needs
• Ability to work in a team environment

Success Factors

Reliability & Strong Work Ethic - Time Management

Team Player - Self-Motivated & Proactive

Positive Attitude - Organizational Skills

Technical Acumen - Detail Oriented with High Level of Accuracy

Communication Skills - Critical Thinking

Education and Experience

Bachelor's Degree in a related field, or an equivalent combination of education and job experience totaling four or more years

Working Conditions

This position is remote-eligible and operates on a hybrid schedule, with time split between an approved remote work location and a standard open office environment. Remote work requires a reliable high-speed internet connection and a workspace suitable for confidential business activity.

Physical Demands

While performing the duties of this job, whether on site or in an approved remote work location, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Supervisory Responsibilities

None