About the role

The Purchasing Assistant will assist the purchasing team in all aspects of procurement activities. This includes vendor communication, order processing, receiving, inventory management, and documentation. The ideal candidate will be detail-oriented, organized, and able to work effectively in a fast-paced environment.

Responsibilities

Order Processing

• Create purchase order requests in the RAM system, ensure order processing and expediting of orders based on criticality.
• Monitor and track purchase orders to ensure timely delivery.
• Follow up on delivery dates with vendors via phone and email to ensure prompt delivery of goods critical to production.
• Track orders to ensure timely delivery, quality of goods and compliance to terms of contracts.
• Maintain proper internal records.

Receiving

• Receive incoming shipments, verify the accuracy of contents against purchase orders
• Inspect goods for damage or defects, documenting any discrepancies or issues.
• Identify and resolve issues related to receiving, such as discrepancies in quantity or quality of received goods.
• Record received materials in the inventory management system, ensuring accurate tracking of stock levels.
• Organize and store received goods in designated locations.

Return Processing:

• Review and process return purchase orders.
• Escalate any defects and shortages to vendors and process prompt return of defective products in a timely manner.
• Coordinate with outside vendors and accounts payable to ensure that credit memos are received in a timely manner.
• Investigate and resolve invoice variances in price, quality and/or quantities.

Vendor Communication:

• Communicate with vendors to obtain quotes, lead times, and help to negotiate terms.
• Assist in evaluating supplier performance and compliance with contract terms.
• Source vendors and find the best possible quote for recurring readily available products.

Inventory Management:

• Monitor min max levels to ensure adequate inventory levels by monitoring, adjusting and ordering supplies based on consumption.
• Conduct cycle counting activities, ensuring inventory accuracy on a monthly, quarterly and annual basis.
• Update inventory as required.

Documentation:

• Ensure that quote prices provided match PO created in RAM Inventory to ensure prompt Accounts Payable processing.
• Maintain accurate records of purchasing activities, including purchase orders, invoices, and delivery receipts.
• Follow established departmental policies, procedures, and objectives, continuous quality improvement objectives, and safety standards.

Coordination:

• Assist the purchaser with negotiation (cost, timelines and supply)
• Update all involved departments on delivery dates, and delays in a timely manner.
• Follow up with any vendor issues as required.
• Follow proper phone etiquette for all interactions.
• Other duties as assigned by the supervisor.

Qualifications

• High school diploma or equivalent.
• Previous experience in a purchasing or procurement role is preferred.
• Strong analytical skills, problem solving skills, detail orientation and negotiation skills.
• Must be able to prioritize and manage competing deadlines in a fast-paced, high-volume environment.
• Excellent computer skills in the use of Microsoft Excel, Word, and PowerPoint
• Familiarity with inventory management systems and basic computer skills.
• Ability to lift and move heavy objects safely.