Purchasing Assistant Job Description Template

Use this Purchasing Assistant job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
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.

Responsibilities

  • 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

Requirements

  • 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.