Buyer Assistant

Overview: The Buyer Assistant plays a critical support role within the Procurement Department, functioning as the logistical and administrative “command center” for the buying process. This position supports Buyers by managing the clerical, operational, and coordination aspects of product procurement from purchase order creation and transportation arrangements to inbound tracking, system entries, and internal communication. This is an excellent entry-point for individuals looking to gain exposure to the produce industry, supply chain operations, and cross-functional logistics. You’ll work closely with shippers, drivers, customers, warehouse teams, and various departments across the organization, learning firsthand how products move from grower to warehouse to customer. This is a great role for someone who wants to learn how different parts of an operation all work together. In this role, you can expect to interact with different types of people and teams, work on a variety of tasks, and learn a lot about the produce industry, produce supply chain and buying process, while also being exposed to virtually every other touchpoint of the organization. Key Responsibilities include, but are not limited to: Purchase Order Management Create purchase order folders and enter corresponding load and shipment information into internal systems. Review shipping confirmations and update PO details once product is confirmed as loaded at origin. Inbound Coordination & Logistics Arrange and dispatch inbound FOB (Freight on Board) orders in coordination with shippers and carriers. Track scheduled ETAs for all inbound loads and communicate updates proactively to internal teams. Customs & Documentation Coordinate with shippers and customs brokers to ensure all necessary documentation is obtained for U.S. entry and product release. Review receiving paperwork for incoming loads; update system entries and escalate any discrepancies or quality issues to Buyers or vendors. Organize, document, and report shipment discrepancies to support any claims or vendor reviews. Communication & Coordination Liaise with warehouse supervisors and operations teams regarding product arrivals, staging, and any special instructions. Monitor USDA email alerts and attach inspections to the appropriate inventory lots, notifying the relevant stakeholders. Monitor Foodlink/iTrade systems and maintain accurate vendor communication records. Returns & Claims Arrange customer returns, vendor returns, and street pick-ups when necessary. Support the processing of truck claims by gathering and submitting appropriate information in a timely manner. Track and follow up on direct-to-customer deliveries; confirm appointments and collect signed delivery receipts. Transportation Scheduling Secure outbound transportation for customer orders, including arranging third-party carriers when needed. Schedule delivery appointments with chain and independent customers, ensuring accurate timing and communication. Cross-functional Support Serve as a reliable point of contact for both internal departments and external partners. Provide backup support to other Buyer Assistants or Procurement staff as needed. Perform other administrative or operational tasks as assigned. Qualifications & Requirements Experience: 1–2 years of experience in an administrative, logistics, customer service, or operations support role preferred. Experience in produce, food service, wholesale, or import/export industries is a plus. Strong attention to detail and organizational skills. Ability to multi-task and prioritize in a fast-paced environment. Excellent communication skills, both verbal and written Comfortable working cross-functionally with various teams and external partners. Proactive, flexible, and eager to learn. Comfortable with data entry, email, and working within order tracking or ERP systems. Familiarity with Microsoft Office (Excel, Outlook, Word). Experience with Foodlink/iTrade or sim…

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