Purchasing Associate

Wismettac Asian Foods•Honolulu, HI

About The Position

Purchasing Associate 1 contributes to efficient purchase order operations for the branch office by providing administrative support to the purchase order team and upper management in accordance with the company’s Standard Operation Procedure (SOP). The role performs general and clerical tasks that can be learned on the job, including filing, copying, collecting documents, answering phones, ordering and distributing supplies, and entering purchase order and internal requisition data. Additional duties may include maintaining supplier records, sorting and distributing incoming and outgoing mail, and receiving calls from suppliers. The position works under the close direction of senior personnel in the functional area. The Purchasing Associate prepares and processes purchase orders, coordinates with sales to obtain planning and seasonal or import order quantities, schedules shipments, follows up with suppliers about late, missing, or damaged goods, and obtains and verifies supplier pricing and product information. The role also maintains purchase records and supports import-related customs clearance and routine administrative work. Other duties include providing customer service, supporting physical inventory preparation, following company guidelines including attendance, and completing other office work as needed.

Responsibilities

Prepare and process accurate purchase orders.
Work with the sales department to obtain sales planning, seasonal item, and import order quantities; record purchases at the time of request and submit orders for approval by the Branch Manager or Deputy Branch Manager.
Schedule incoming and outgoing shipments, prepare arrival records, and ensure purchased materials arrive.
Arrange return shipments when necessary and follow up with suppliers about late or missing shipments or damaged goods.
Obtain pricing and product specifications, and verify inbound information, order pricing, and acknowledgments.
Process new vendor registration forms and maintain supplier contact information.
Communicate with supplier representatives and compare their shipping rates and material prices.
Maintain detailed purchase records, including quantities, shipping information, and costs, and provide or submit records to department heads or financial departments as needed.
Supervise the handling and arrangement of customs clearance for merchandise, communicating with customs brokers and vendors.
Support routine import-related administrative tasks.
Provide a friendly office environment and outstanding customer service to employees, customers, clients, and vendors, including greeting and assisting people and maintaining product knowledge.
Follow company guidelines, including attendance requirements.
Prepare for and support physical inventory.
Perform other office work and duties as assigned.