Purchasing Assistant Jobs

About The Position

Requirements

• High school diploma, GED, or equivalent.
• Working knowledge of Microsoft Office Suite, including intermediate Microsoft Excel skills with spreadsheets, basic formulas, and data filtering, as well as email platforms.
• Ability to organize records systematically, prioritize competing deadlines, and follow through on pending tasks with minimal oversight.
• Clear, professional written and verbal communication skills for supplier relations and internal coordination.
• Punctuality, accountability, and strong workplace ethics.
• Must be a U.S. Person (U.S. Citizen or Permanent Resident) due to ITAR regulations.

Nice To Haves

• Prior administrative support or clerical experience in a purchasing, procurement, or supply chain department.
• Hands-on familiarity with ERP or MRP software, such as SAP, NetSuite, Epicor, or Sage.
• Basic understanding of general ledger accounts, three-way matching principles, and procurement terminology such as PO, RFQ, lead times, and packing slips.

Responsibilities

• Enter and maintain purchase orders in the ERP system, verifying GL expense codes, department allocations, part numbers, unit pricing, quantities, and delivery schedules.
• Review requisitions and supporting documentation against vendor quotes, contracts, and specifications before transmitting purchase orders to suppliers.
• Follow up with vendors by phone and email to track order status, confirm estimated shipping and delivery dates, and update internal delivery schedules.
• Work with suppliers, internal accounting and accounts payable teams, and receiving personnel to investigate and reconcile invoice pricing, quantity, and receipt discrepancies.
• Communicate professionally with vendors, carriers, and internal departments about order progress and fulfillment issues.
• Digitize, scan, index, and archive purchase orders, confirmations, and shipping documents in accordance with company record-retention standards.
• Provide coverage for the Purchasing Manager during absences or high-volume periods, including placing routine orders, obtaining vendor quotes, and confirming line-item pricing.
• Follow company procurement policies, ethical purchasing standards, and facility safety regulations.
• Perform related purchasing and administrative tasks as assigned by department leadership.