Purchasing Assistant

Job Summary As a Purchasing Assistant, you’ll provide administrative and operational support to the purchasing, sales-order and customer-service processes for raw materials, packaging materials, industrial supplies, equipment, and spare parts. Ensure accurate records, timely follow-up, and complete documentation under the guidance of the Purchasing & Supplier Development Specialist. Duties Purchasing · Track open purchase orders and update delivery status · Prepare and maintain supplier, customer and material master-data requests for approval · Request and organize quotations using approved suppliers and instructions · Coordinate courier shipments of samples and maintain shipment records · Maintain organized purchasing files, confirmations and correspondence Sales & Documentation · Prepare draft sales orders and requested modifications for review · Prepare draft invoices, packing lists and shipping instructions (SLI) for approval · Follow up on sales-order approvals and missing documentation · Receive, check, label, repackage and notify requestors of samples Customer Service & Follow-up · Prepare open-order status reports and flag delays · Record customer complaints and supplier claims and monitor follow-up · Prepare cancellation or correction requests for authorized review · Coordinate routine status inquiries with logistics, sales and accounting General · Maintain accurate information in the company ERP and shared records · Follow established procedures and recommend updates to the procedure manual · Escalate exceptions, discrepancies and urgent issues promptly · Perform other related duties assigned by the supervisor Requirements: Education : High school diploma required; associate degree or relevant business coursework preferred Experience : 0–2 years in administrative, purchasing, logistics or order-processing support preferred Systems : Working knowledge of Excel, Microsoft Office and data entry; ERP experience preferred Languages : Professional working proficiency in English and Spanish preferred for international supplier communication Competencies : Accuracy, organization, follow-through, communication, confidentiality, teamwork and willingness to learn. Pay: $45,000.00 - $48,000.00 per year Benefits: Dental insurance Health insurance Paid time off Work Location: In person

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