Purchasing Assistant Job Description Template

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Purchasing Assistant Job Description Template


Job Brief

We are looking for a Purchasing Assistant to order supplies and equipment based on our company’s needs.

Purchasing Assistant responsibilities include researching new vendors, tracking deliveries and updating order records (e.g. dates, invoices and discounts.) If you’re familiar with supply chain procedures and know how to create and translate cost analyses, we’d like to meet you.

Ultimately, you will make cost-effective purchases and ensure we maintain a fully stocked inventory.


  • Monitor stock levels and identify purchasing needs
  • Research potential vendors
  • Track orders and ensure timely delivery
  • Update internal databases with order details (dates, vendors, quantities, discounts)
  • Conduct market research to identify pricing trends
  • Evaluate offers from vendors and negotiate better prices
  • Prepare cost analyses
  • Maintain updated records of invoices and contracts
  • Follow up with suppliers, as needed, to confirm or change orders
  • Liaise with warehouse staff to ensure all products arrive in good condition


  • Work experience as a Purchasing Assistant, Purchasing Officer or similar role
  • Good understanding of supply chain procedures
  • Hands-on experience with purchasing software (e.g. Procurify or SpendMap)
  • Advanced knowledge of MS Excel
  • Knowledge of market research
  • Solid organizational skills
  • BSc in Logistics, Business Administration or relevant field

What does Purchasing Assistant do?

A Purchasing Assistant supports the purchasing department in various tasks on a day-to-day basis. Some of their responsibilities typically include:

  1. Collecting and analyzing purchase requisitions: The purchasing assistant reviews and analyzes purchase requests to ensure accuracy and completeness before further processing.

  2. Sourcing and selecting suppliers: They research and identify potential suppliers, compare prices, quality, and delivery timelines, and assist in supplier selection based on predetermined criteria.

  3. Requesting quotations and negotiating prices: The assistant prepares and sends out requests for quotations (RFQs) to suppliers, negotiates pricing terms and discounts, and follows up to ensure timely submission of quotes.

  4. Creating purchase orders: They generate purchase orders based on approved requisitions or quotes received, ensuring accuracy in quantities, specifications, and pricing. They may also track and manage purchase order documentation.

  5. Coordinating with suppliers: The assistant maintains regular communication with suppliers to clarify specifications, address inquiries, track order progress, and resolve any issues that may arise.

  6. Assisting with inventory management: They monitor inventory levels, collaborate with internal teams to forecast demand, and ensure that purchase orders are placed in a timely manner to maintain optimal stock levels.

  7. Managing purchasing data and records: The assistant keeps purchasing data and records updated in databases or software systems, maintaining accurate and organized documentation for future reference.

  8. Processing invoices and payments: They review supplier invoices, match them with purchase orders and delivery receipts, resolve any discrepancies, and assist in processing payments in line with established procedures.

  9. Coordinating logistics and deliveries: The assistant collaborates with logistics partners to arrange timely deliveries, track shipments, and ensure that goods reach their intended destination accurately and on time.

  10. Assisting in vendor evaluation and performance tracking: They help evaluate supplier performance by collecting and analyzing data on quality, delivery, and customer satisfaction, assisting in vendor assessment and selection.

These are general tasks that a Purchasing Assistant may perform, but the specific responsibilities may vary depending on the organization's size, industry, and internal processes.

Purchasing Assistant Job Description Examples

Procurement/Purchasing Assistant• Valvoline Inc.

Careers for the Driven

Valvoline has a rewarding opportunity as a Procurement Specialist II, MRO. We wholeheartedly adopt a ‘never idle' mindset. We also know that outstanding service begins and ends with our employees. So, we’re looking for good people to join our team. You bring your skills, talents, and drive. We will give you a great place to work, a competitive salary and benefits, and th...

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Purchasing Assistant• USPro

Purchasing AssistantBerlin, CT (Onsite preferred; possibility of hybrid)Duration: 5month contract with possible extension...

Job Description of the Purchasing Assistant:

The Purchasing Assistant is responsible for driving procurement sourcing strategies, managing the bid process and negotiating the purchase of materials, equipment and services for medium dollar/complexity requirements.This...

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Purchasing Assistant• Reser's Fine Foods

General Summary: Enters data from purchase orders and interplant product transfer orders for finished goods.

Benefits and Culture...

We offer a competitive compensation and benefits package designed to help employees live a healthier life, build rewarding careers and save for the future. Reser's offers choices whenever possible, because we recognize the diverse and ever changing needs of our ...

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Purchasing Assistant• Upwork
  • find items for sale on amazon

  • add items to company's amazon basket...


  • where items can be procured more cheaply

  • when cheaper items are a bad idea

  • when we should spend more for a better product

  • what currency we should purchase in


  • return postage slips for some items
Read more
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