Purchasing Assistant

Job Description

Job Description

GENERAL RESPONSIBILITIES:

The Purchasing Assistant supports the purchasing function by assisting with the procurement of materials, supplies, and services necessary to support Odessa Separator Inc.'s daily operations. This position assists with purchase order processing, vendor communication, inventory coordination, and maintaining accurate purchasing records.

The Purchasing Assistant works closely with Purchasing, Operations, Production, Inventory, Accounting, and vendors to help ensure materials are purchased efficiently, received accurately, and available to support production requirements. This position plays an important role in maintaining effective supply chain processes, cost control, and operational efficiency.

SPECIFIC TASKS AND DUTIES:

1. Assist with the creation, processing, and maintenance of purchase orders. 

2. Communicate with vendors regarding order status, delivery schedules, pricing, and documentation. 

3. Maintain accurate purchasing records, including purchase orders, vendor information, and receiving documentation. 

4. Assist with obtaining quotes, comparing pricing, and supporting purchasing decisions. 

5. Monitor open purchase orders and follow up on delayed or incomplete deliveries. 

6. Coordinate with receiving and inventory personnel to verify materials and quantities received. 

7. Assist with maintaining inventory records and identifying potential shortages or discrepancies. 

8. Support invoice matching and purchasing documentation requirements. 

9. Assist Accounting with purchasing records, vendor documentation, and invoice questions. 

10. Maintain organized purchasing files and electronic records. 

11. Support vendor relationship management through timely communication and follow-up. 

12. Assist with purchasing reports, tracking spreadsheets, and department metrics. 

13. Identify opportunities to improve purchasing processes and efficiency.

The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.

MINIMUM QUALIFICATIONS:

1. High school diploma or GED required.

2. Two (2) years of purchasing, administrative, inventory, or related business experience preferred.

3. Strong organizational skills and attention to detail.

4. Ability to manage multiple priorities and meet deadlines.

5. Proficiency with Microsoft Office Suite, especially Excel.

6. Strong communication skills and ability to work effectively with employees, vendors, and internal departments.

PREFERRED QUALIFICATIONS:

1. Associate degree in Business Administration, Supply Chain Management, or related field.

2. Experience working in a manufacturing, industrial, or oilfield services environment. 

3. Experience with ERP systems, purchasing software, or inventory management systems. 

4. Experience with purchase orders, vendor management, and material planning. 

5. Understanding of manufacturing processes and production requirements. 

6. Experience working with accounting teams on purchasing and invoice processes.

KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of purchasing processes, purchase orders, and vendor coordination.

2. Ability to maintain accurate records and documentation.

3. Strong attention to detail and ability to identify discrepancies.

4. Ability to communicate professionally with vendors and internal departments.

5. Strong organizational and time-management skills.

6. Ability to work independently while supporting team objectives.

WORKING CONDITIONS:

The Purchasing Assistant works primarily in an office environment with regular interaction with Purchasing, Operations, Production, Inventory, Accounting, vendors, and other employees. The position may require occasional visits to manufacturing, warehouse, or receiving areas. The role requires the ability to manage changing priorities while maintaining accuracy and meeting operational deadlines.

PHYSICAL REQUIREMENTS:

1. Ability to sit, stand, and walk for extended periods throughout the workday. 

2. Frequent use of computers, telephones, and standard office equipment. 

3. Ability to review documents, purchase orders, and inventory records with accuracy. 

4. Ability to communicate effectively through verbal and written communication. 

5. Ability to occasionally lift and move materials or office supplies weighing up to 25 pounds. 

6. Ability to safely navigate office, warehouse, and manufacturing environments.

ODESSA SEPARTAOR INC BENEFITS:

Odessa Separator Inc (OSI) offers a competitive benefits package to eligible employees designed to support their health, financial well-being, and work-life balance. Benefits include:

Competitive compensation

Quarterly Profit Sharing

Medical, dental, and vision insurance

Company-paid Basic Life and Accidental Death & Dismemberment (AD&D) insurance

Voluntary Life and AD&D insurance for employees and eligible dependents

Paid Time Off (PTO) that increases with years of service

Paid holidays

Employee Assistance Program (EAP), if applicable

Convenient online benefits enrollment and management through ADP

Opportunities for professional growth and career advancement

Benefits are available to eligible employees in accordance with company policies and applicable benefit plan documents.