The Purchasing Assistant provides essential administrative and logistical support to the Purchasing Department. This role ensures smooth procurement operations by coordinating purchase orders, maintaining supplier communications, and tracking timely deliveries to meet the company’s supply and project requirements.

Duties and Responsibilities

1. Order Processing and Management

• Prepare, review, and issue purchase orders as directed by the Purchasing Manager.
• Confirm order details with suppliers, including specifications, quantities, pricing, and delivery schedules.

2. Supplier Coordination and Communication

• Maintain regular communication with suppliers to monitor order status, resolve discrepancies, and follow up on pending deliveries.
• Foster strong relationships with suppliers to ensure reliable service and competitive pricing.

3. Inventory Monitoring

• Assist in monitoring stock levels to anticipate supply needs.
• Report low inventory and coordinate timely restocking with relevant departments.

4. Documentation and Record Keeping

• Maintain accurate records of purchase orders, invoices, and supplier contracts using Google Sheets.
• Update price lists monthly for easy reference and tracking.
• Ensure all documents are audit-ready and compliant with company policies.

5. Tracking and Delivery Management

• Monitor purchase orders to ensure timely delivery of materials.
• Address delivery issues, coordinate necessary adjustments, and update concerned departments accordingly.

6. Cost Management and Analysis

• Gather and analyze supplier pricing data to support cost-effective purchasing.
• Assist in negotiating favorable terms for bulk or long-term agreements.

7. Internal Collaboration

• Coordinate with Inventory, Finance, Construction, and other departments to fulfill operational and project needs.
• Support cross-functional requests to ensure efficient procurement and delivery timelines.

8. General Administrative Support

• Perform administrative tasks including data entry, filing, and responding to purchasing inquiries.
• Assist in preparing purchasing reports, analyses, and forecasts as needed.