Purchasing Assistant

Position Overview: We are seeking an organized, detail-oriented Purchasing Assistant to support our procurement team with supplier communication, quotation requests, purchase order preparation, and delivery follow-up. You will help keep purchasing records accurate, collect product and pricing information, and coordinate updates between suppliers and internal teams. This role supports purchases of industrial equipment, components, and IT hardware according to assigned business needs. The ideal candidate is comfortable working with spreadsheets, comparing information across documents, and following up consistently on outstanding requests. Key Responsibilities: Request quotations, availability, lead times, and product documentation from approved suppliers. Prepare comparison sheets covering prices, quantities, delivery terms, and other relevant purchasing information. Assist with preparing purchase orders using approved specifications and authorized pricing. Verify supplier acknowledgments against purchase orders and flag discrepancies for review. Track open orders and follow up on production status, expected shipment dates, and delivery updates. Maintain accurate purchasing records, supplier contact details, and order files. Collect technical datasheets, manufacturer information, warranty details, and traceability documents when required. Check part numbers, model references, and quantities against approved requisitions. Refer proposed substitutions or equivalent products to the appropriate technical specialist rather than approving them independently. Coordinate shipment information with logistics personnel and communicate potential delays to the procurement team. Assist with matching purchase orders, supplier invoices, and receiving records; report differences to the responsible team. Support the documentation and follow-up of shortages, damaged deliveries, returns, or supplier claims. Collect supplier onboarding documents and route them through the company’s approval process. Follow purchasing authorization, confidentiality, conflict-of-interest, and compliance procedures. Prepare routine reports on outstanding quotations, open orders, and pending supplier responses. Required Qualifications: Strong attention to detail and accuracy in data entry and document review. Working knowledge of Microsoft Excel or Google Sheets, including sorting, filtering, and basic formulas. Clear written and verbal communication skills. Good organizational skills and the ability to manage multiple follow-up tasks. Ability to compare quotations and identify missing or inconsistent information. Confidence using email, shared files, and standard office software. Ability to follow approval procedures and handle confidential commercial information responsibly. Pay: $19.00 - $22.00 per hour Benefits: 401(k) Dental insurance Health insurance Paid time off Vision insurance Work Location: In person

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