Purchasing Assistant

Position Overview

We are seeking a detail-oriented Purchasing Assistant to support our procurement operations. This remote position will work closely with our General Manager to ensure the timely availability of quality products at optimal costs while maintaining strong vendor relationships and compliance with company standards.

Key Responsibilities

Purchase Order Management

• Data entry of purchase orders for component parts, outside processing services, and finished goods
• Ensure all purchase orders include accurate costs, specifications, and delivery dates before submission
• Maintain detailed process notes from the company ERP system on all outside processing purchase orders
• Communicate purchase order changes, rejections, and delivery date updates to all relevant stakeholders

Vendor Relations & Compliance

• Maintain positive, professional relationships with vendors through courteous phone and email communication
• Monitor vendor compliance with purchase order costs, delivery dates, and terms and conditions
• Obtain multiple quotes for new purchase requests to ensure competitive pricing
• Work with the General Manager to address vendor performance issues and eliminate non-compliant practices
• Follow up on rejection reports and coordinate replacement of rejected materials

Cost Control

• Support cost reduction initiatives by helping to source products at the lowest possible cost without compromising quality
• Escalate any cost increases to the General Manager for approval prior to issuing purchase orders
• Work to eliminate unnecessary charges such as lot fees on outside processing orders
• Utilize historical pricing data appropriately while remaining vigilant about outdated costs

Communication & Follow-Up

• Conduct weekly follow-ups on late purchase orders every Friday using system-generated reports
• Initiate follow-up emails to vendors regarding outstanding deliveries
• Use calendar reminders and task management tools to track outstanding items
• Update the ERP system promptly to reflect delivery date changes and material rejections
• Keep production, planning, and other departments informed of procurement status

Process Improvement & Learning

• Develop and maintain knowledge of materials (tubing, flat bar, sheet metal, fasteners, etc.) and their applications
• Take detailed notes to build expertise in vendor relationships and purchasing processes
• Participate in collaborative problem-solving with the team to address challenges
• Focus on root cause analysis to prevent recurring issues
• Support just-in-time and Economic Order Quantity (EOQ) inventory management practices

Required Qualifications

• Strong attention to detail and organizational skills
• Excellent written and verbal communication abilities
• Proficiency with ERP/purchasing software systems (experience with SAGE or similar platforms preferred)
• Competency in Microsoft Outlook, Excel, and other Office applications
• Ability to manage multiple priorities and meet deadlines
• Strong analytical skills for cost comparison and vendor evaluation

Preferred Qualifications

• 1-2 years of experience in purchasing, procurement, or supply chain support
• Familiarity with manufacturing materials and outside processing services
• Experience with vendor negotiation and relationship management
• Knowledge of inventory management principles (JIT, EOQ)

Key Competencies

• Accountability: Takes ownership of purchase orders through successful receipt of all items
• Communication: Proactively shares information and escalates roadblocks appropriately
• Continuous Improvement: Learns from mistakes and implements solutions to prevent recurrence
• Collaboration: Works effectively with cross-functional teams including production, planning, and management
• Problem-Solving: Focuses on solutions rather than defending past actions

This is a full time role

Up to $7/hr