Purchasing Assistant

Job Description

Job Description

Position Summary

The Purchasing Assistant provides essential administrative, clerical, and operational support to the purchasing department. Operating under general supervision, this role manages end-to-end purchase order entry, documentation control, order tracking, and vendor communication to maintain continuous supply chain flow and timely deliveries. Additionally, the Purchasing Assistant serves as a reliable operational backup to the Purchasing Manager, assisting with order placement and price verification as required.

Essential Duties & Responsibilities

• · PO Generation & ERP Data Entry: Input and maintain purchase orders in the ERP system with high precision, verifying all required data fields (GL expense codes, department allocations, part numbers, unit pricing, quantities, and delivery schedules).
• · Order Audit & Verification: Review requisitions and supporting documentation against vendor quotes, contracts, and specifications prior to transmitting purchase orders to suppliers.
• · Order Tracking & Expediting: Proactively follow up with vendors via phone and email to track order statuses, confirm estimated ship/delivery dates, and update internal delivery schedules.
• · Invoice & Discrepancy Resolution: Partner with suppliers, internal accounting/AP teams, and receiving personnel to investigate and reconcile pricing, quantity, and receipt discrepancies on invoices.
• · Supplier & Stakeholder Communication: Maintain prompt, professional, and courteous correspondence with external vendors, carriers, and internal departments regarding order progress and fulfillment issues.
• · Records & Document Retention: Digitize, scan, index, and archive all purchase orders, confirmations, and shipping documents in compliance with company record-retention standards.
• Other duties as assigned by leadership

Minimum Requirements:

• · Education: High school diploma, GED, or equivalent.
• · Computer Proficiency: Strong working knowledge of Microsoft Office Suite, specifically intermediate proficiency in Microsoft Excel (spreadsheets, basic formulas, data filtering) and email platforms.
• · Accuracy & Attention to Detail: Exceptional data entry accuracy and document auditing skills in high-volume environments.
• · Organization & Time Management: Ability to organize records systematically, prioritize competing deadlines, and follow through on pending tasks with minimal oversight.
• · Interpersonal & Communication Skills: Clear, professional written and verbal communication skills suited for external supplier relations and internal cross-departmental coordination.
• · Dependability: Proven track record of punctuality, accountability, and strong workplace ethics.