Purchasing Assistant

Purchasing Assistant Location: Sunnyvale, Texas Schedule: Full-Time, On-Site Reports To: Procurement Director Position Summary We are seeking a highly organized and detail-oriented Purchasing Assistant to support our Procurement Department. This position will assist with the day-to-day purchasing of fire alarm components, PPE, tools, and other materials required to support our life safety operations. The Purchasing Assistant will work closely with vendors, project managers, and field personnel to ensure materials are ordered accurately and arrive at the correct jobsite when needed. The ideal candidate is dependable, organized, comfortable working with computers and business software, and able to manage multiple orders and priorities while maintaining a high level of accuracy. Experience in purchasing, construction, fire alarm, fire sprinkler, or a related industry is preferred. We are willing to train the right candidate, including training on Sage 100 Contractor and our purchasing processes. Key Responsibilities Purchasing & Purchase Orders Place orders with existing vendors based on approved material requests and project requirements. Create and process purchase orders using Sage 100 Contractor. Verify item descriptions, part numbers, quantities, pricing, and delivery requirements before orders are placed. Compare vendor pricing and availability to help ensure materials are purchased at competitive prices. Obtain and review vendor quotes when needed. Confirm order details, expected delivery dates, and shipping information with vendors. Maintain accurate purchasing records and documentation. Monitor open purchase orders and follow up with vendors to ensure orders are progressing as expected. Identify potential delays, shortages, backorders, or pricing discrepancies and communicate them to the appropriate team members. Assist with urgent or time-sensitive material requests when necessary. Vendor Communication Communicate regularly with existing vendors by phone and email regarding orders, pricing, availability, lead times, and delivery status. Develop professional working relationships with vendors and serve as a reliable point of contact for routine purchasing matters. Request updated pricing, availability, and lead-time information as needed. Resolve routine order discrepancies and coordinate corrections with vendors. Escalate significant pricing, delivery, or vendor issues to the Procurement Director. Project & Field Support Work closely with Project Managers, Superintendents, and field personnel to understand material requirements and delivery deadlines. Ensure materials are ordered for the correct project and jobsite. Track orders against requested delivery dates and communicate status updates to project teams. Follow up proactively when an order may not arrive when required. Help identify alternative products or vendors when an item is unavailable, with direction from the Procurement Director. Maintain clear communication regarding changes to orders, delivery dates, or material availability. Administrative & System Responsibilities Maintain accurate purchase order information in Sage 100 Contractor. Enter and update vendor, order, pricing, and delivery information as needed. Maintain organized purchasing files and documentation. Assist with researching purchasing history, pricing, and vendor information. Assist with responding to routine Accounts Payable questions related to purchase orders or vendor invoices. Help identify discrepancies between purchase orders and vendor invoices and direct questions to the appropriate person for resolution. Prepare or provide purchasing reports and information as requested by the Procurement Director. Maintain confidentiality and accuracy when handling company and vendor information. Qualifications Required Strong organizational skills and the ability to manage multiple orders and priorities. Exceptional attention to detail and accuracy. Strong written and verbal communication skills. …

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