Purchasing Assistant

Job Description

Job Description

Purchasing Assistant – Austin, TX

Location: Austin, TX 78754
Job Type: Full-Time
Pay: $20.00–$21.00 per hour, depending on experience
Work Location: In person

Position Summary

The Purchasing Assistant provides administrative and operational support to the Purchasing Manager and purchasing team. This position helps maintain accurate product, pricing, vendor, and purchasing information; follows up on orders and product availability; and coordinates with sales, warehouse, transportation, and operations to support product availability, quality, and service.

The ideal candidate is organized, detail-oriented, responsive, and comfortable working in a fast-paced food-distribution environment where priorities may change quickly.

Essential Duties and Responsibilities

• Assist with preparing, entering, updating, and maintaining purchase orders and related purchasing records
• Communicate with vendors regarding pricing, product availability, order status, substitutions, delivery schedules, and discrepancies
• Maintain accurate product costs, vendor information, item details, and purchasing documentation in company systems
• Monitor open purchase orders and follow up on late, short, damaged, substituted, or incomplete shipments
• Support the Purchasing Manager with inventory review, product availability, fill-rate needs, and shortage prevention
• Gather and share market, pricing, availability, and product information with sales and other internal teams as directed
• Assist with product sourcing and special-order requests while following established approval and purchasing procedures
• Research and help resolve invoice, receiving, quantity, cost, and vendor discrepancies in coordination with accounting and warehouse personnel
• Prepare routine purchasing reports, spreadsheets, price lists, and other administrative materials
• Maintain organized electronic and paper files for purchase orders, vendor documents, product specifications, and related records
• Coordinate with warehouse, operations, transportation, sales, and customer service to support timely product flow and customer needs
• Provide coverage and general administrative support to the Purchasing Manager and purchasing department as needed
• Follow company food-safety, traceability, confidentiality, and recordkeeping requirements
• Perform other duties as assigned based on business needs

Minimum Qualifications

• High school diploma or GED required
• Associate degree or relevant coursework in business, supply chain, purchasing, or a related field preferred
• Previous experience in purchasing, procurement support, inventory, foodservice distribution, data entry, or a related administrative role preferred
• Strong attention to detail and ability to maintain accurate product, pricing, and vendor information
• Proficiency with Microsoft Outlook, Excel, and Word
• Experience with Produce Pro or a similar ERP or purchasing system preferred
• Strong written and verbal communication skills
• Ability to communicate and follow up professionally with vendors and internal teams
• Ability to prioritize multiple requests, meet deadlines, and adapt to changing product and operational needs
• Basic mathematical, analytical, and problem-solving skills
• Foodservice, produce, specialty-food, restaurant, or distribution-industry knowledge preferred
• Bilingual English/Spanish skills are a plus but not required

Core Competencies

• Accuracy and attention to detail
• Organization and follow-through
• Sense of urgency and responsiveness
• Vendor and internal customer service
• Communication and teamwork
• Problem-solving and sound judgment
• Integrity and confidentiality

Physical and Work Environment

• Regularly works in an office setting and uses a computer, telephone, copier, scanner, and other standard office equipment
• Must be able to sit, stand, walk, reach, and use hands and fingers to operate office equipment
• May occasionally enter warehouse or refrigerated areas and encounter varying temperatures, noise, and active material-handling equipment
• Must be able to occasionally lift or move up to 20 pounds

Benefits

• Medical, dental, and vision insurance
• 401(k) retirement plan
• Paid time off

This description summarizes the general duties and expectations of the position and may be adjusted based on business needs. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.