Purchasing Assistant

Job Description

Job Description

Description:

JOB PURPOSE or JOB SUMMARY:

The Purchasing Assistant is responsible for managing various administrative tasks related to purchasing, returns processing, vendor acknowledgment processing, vendor expediting, and inventory management. This role requires collaborating closely with vendors, internal departments, and other stakeholders to ensure timely and cost-effective procurement processes.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Returns Processing: Manage the returns process for defective or excess inventory. Coordinate with vendors to obtain return authorizations, process return shipments and ensure timely refunds or replacements.
• Repairs Processing: Manage the repairs process for Gast units. Coordinate with technicians and sales representatives to ensure required documentation and workflows are followed.
• Vendor Acknowledgment Processing: Monitor and track vendor acknowledgments for purchase orders. Follow up with vendors to confirm receipt of purchase orders, verify pricing and terms, and resolve discrepancies or issues.
• Vendor Expediting: Expedite orders with vendors to ensure timely delivery of materials and supplies. Monitor order status, proactively identify potential delays, and communicate with vendors to expedite shipments as needed.
• Purchase Order Management: Assist with generating and maintaining direct ship purchase orders in accordance with procurement policies and procedures. Verify pricing, quantities, and delivery schedules to ensure accuracy and compliance with contractual agreements.
• Inventory Management: Assist with inventory management activities, including stock replenishment, cycle counting, and inventory reconciliations. Support monitoring of inventory levels and identifying shortages or excesses.
• Documentation and Record Keeping: Maintain accurate records of purchasing transactions, including purchase orders, returns, and repairs. Ensure documentation is properly filed and organized for easy retrieval and audit purposes.
• Reporting and Analysis: Assist the inventory control manager with the preparation of reports related to purchasing activities, vendor performance, inventory levels, and cost savings initiatives. Provide insights and recommendations to management based on data analysis and trend identification.
• Process Improvement : Identify opportunities for process improvements and efficiency enhancements within the purchasing and inventory management functions. Implement changes and best practices to streamline workflows and optimize procurement processes.
• Clerical/General Administrative: Respond to routine emails, phone calls, etc. Make copies, print documents, etc. File paperwork as necessary.
• Assist Shipping and Receiving: As a backup, accurately pick orders to prepare them for shipment. Use appropriate materials to packages orders for shipments. Check incoming orders to verify accuracy of items ordered and quantities were received.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

COMPETENCIES:

• Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent communication skills, both written and verbal, with the ability to interact effectively with vendors, suppliers, and internal stakeholders.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
• Detail-oriented mindset with a focus on accuracy and attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• Familiarity with Epicor’s P21 or other commercial inventory management software a plus.
• Strong analytical skills with the ability to analyze complex datasets and identify trends, patterns, and discrepancies.
• Ability to occasionally lift up to 50 pounds.
• Proven experience in purchasing, procurement, inventory management, or related roles. 

PHYSICAL AND MENTAL DEMANDS:

• Frequently required to sit at a desk/workstation for long periods of time.
• Ability to work at a computer terminal for extended periods of time.
• Digital dexterity and hand/eye coordination in operation of office equipment.
• Lifting and carrying of supplies, files, inventory, etc.
• Ability to speak to and hear employees/clients via phone or in person.
• Body motor skills sufficient to enable incumbent to move around an office environment.
• Ability to analyze unique situations and develop appropriate responses.
• Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, interpret. 

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position.

Working Hours/Environment

• Office hours average 40 per week
• Work typically performed in an indoor office and warehouse setting.

Tools and Equipment Used

• Computer, copier, fax/scanner, phone, pallet jack, rolling carts, and other typical equipment commonly found in an office and warehouse environment.

Travel

• Minimal to no travel required. 

Requirements: