Purchasing Assistant

Position OverviewWe 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 ResponsibilitiesPurchase Order ManagementData entry of purchase orders for component parts, outside processing services, and finished goodsEnsure all purchase orders include accurate costs, specifications, and delivery dates before submissionMaintain detailed process notes from the company ERP system on all outside processing purchase ordersCommunicate purchase order changes, rejections, and delivery date updates to all relevant stakeholdersVendor Relations & ComplianceMaintain positive, professional relationships with vendors through courteous phone and email communicationMonitor vendor compliance with purchase order costs, delivery dates, and terms and conditionsObtain multiple quotes for new purchase requests to ensure competitive pricingWork with the General Manager to address vendor performance issues and eliminate non-compliant practicesFollow up on rejection reports and coordinate replacement of rejected materialsCost ControlSupport cost reduction initiatives by helping to source products at the lowest possible cost without compromising qualityEscalate any cost increases to the General Manager for approval prior to issuing purchase ordersWork to eliminate unnecessary charges such as lot fees on outside processing ordersUtilize historical pricing data appropriately while remaining vigilant about outdated costsCommunication & Follow-UpConduct weekly follow-ups on late purchase orders every Friday using system-generated reportsInitiate follow-up emails to vendors regarding outstanding deliveriesUse calendar reminders and task management tools to track outstanding itemsUpdate the ERP system promptly to reflect delivery date changes and material rejectionsKeep production, planning, and other departments informed of procurement statusProcess Improvement & LearningDevelop and maintain knowledge of materials (tubing, flat bar, sheet metal, fasteners, etc.) and their applicationsTake detailed notes to build expertise in vendor relationships and purchasing processesParticipate in collaborative problem-solving with the team to address challengesFocus on root cause analysis to prevent recurring issuesSupport just-in-time and Economic Order Quantity (EOQ) inventory management practicesRequired QualificationsStrong attention to detail and organizational skillsExcellent written and verbal communication abilitiesProficiency with ERP/purchasing software systems (experience with SAGE or similar platforms preferred)Competency in Microsoft Outlook, Excel, and other Office applicationsAbility to manage multiple priorities and meet deadlinesStrong analytical skills for cost comparison and vendor evaluationPreferred Qualifications1-2 years of experience in purchasing, procurement, or supply chain supportFamiliarity with manufacturing materials and outside processing servicesExperience with vendor negotiation and relationship managementKnowledge of inventory management principles (JIT, EOQ)Key CompetenciesAccountability: Takes ownership of purchase orders through successful receipt of all itemsCommunication: Proactively shares information and escalates roadblocks appropriatelyContinuous Improvement: Learns from mistakes and implements solutions to prevent recurrenceCollaboration: Works effectively with cross-functional teams including production, planning, and managementProblem-Solving: Focuses on solutions rather than defending past actionsRequirementsThis is a full time roleUp to $7/hrOriginally posted on Himalayas