Find & Apply For Purchasing Assistant Jobs in Ontario, California

Job Responsibilities Position Summary We are seeking a detail-oriented, organized, and proactive Purchasing Assistant to support daily purchasing operations. This role will assist with supplier sourcing, quotations, purchase order processing, order tracking, sample coordination, and supplier documentation. The ideal candidate should have strong communication skills, excellent attention to detail, and the ability to manage multiple tasks while ensuring timely follow-up and accurate recordkeeping. Key Responsibilities 1. Supplier Quotations & Pricing Request quotations from suppliers based on product requirements. Collect and organize pricing, minimum order quantities (MOQs), lead times, and payment terms for comparison. Maintain accurate and updated supplier quotation records. 2. Supplier Sourcing Support Assist in identifying and researching potential suppliers based on product specifications and purchasing needs. Collect supplier information, product availability, and relevant certifications. Maintain and update supplier records in the system. 3. Purchase Order Processing Prepare purchase orders (POs) for review and approval. Send approved POs to suppliers and confirm order details, including pricing, quantities, and delivery dates. Ensure all purchasing information is accurately entered and maintained in the system. 4. Order Tracking & Follow-Up Proactively follow up with suppliers on outstanding purchase orders, production schedules, shipment status, and expected delivery dates (ETAs). Maintain accurate and up-to-date order tracking records. Identify potential delays or discrepancies and promptly communicate issues to the Purchasing Manager. Coordinate with internal teams to ensure timely order fulfillment. 5. Sample Coordination Request product samples from suppliers based on internal requirements. Coordinate sample shipments, track deliveries, and update sample request statuses. Follow up on pending sample requests to ensure timely completion. 6. Supplier Documentation Collect and organize Certificates of Analysis (COAs), product specifications, Safety Data Sheets (SDSs), certifications, and other supplier documents. Follow up with suppliers on missing, incomplete, or expired documentation. Maintain accurate and organized documentation records. 7. Purchasing Records & System Management Maintain accurate purchasing records, supplier information, quotations, and order tracking details. Ensure timely updates to purchasing systems and internal databases. Assist with preparing purchasing reports and tracking outstanding tasks. 8. Internal Purchasing Support Support the sales team and other departments with purchasing-related requests, including supplier quotations, product samples, and documentation. Accurately record all requests in the system and proactively follow up to ensure timely completion. Communicate updates to relevant internal team members. 9. General Purchasing Support Assist the Purchasing Manager with daily purchasing activities and routine supplier communications. Organize and prioritize assigned tasks to meet deadlines. Perform other purchasing-related duties as assigned. Qualifications Previous experience in purchasing, procurement, supply chain, or administrative support is preferred. Bilingual proficiency in English and Mandarin Chinese is required, including strong verbal and written communication skills in both languages. Ability to communicate professionally with domestic and international suppliers in both English and Mandarin Chinese. Strong organizational skills and attention to detail. Excellent follow-up skills and ability to manage multiple tasks simultaneously. Strong written and verbal communication skills. Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications. Experience with ERP, CRM, or purchasing management systems is a plus. Ability to work independently, prioritize tasks, and meet deadlines. Proactive, responsible, and willing to learn.

Key Characteristics Detail-Oriented:

Maintains accuracy in purchase orders, pricing, quantities, and records.

Proactive:

Follows up on outstanding tasks without constant reminders.

Organized:

Effectively manages multiple orders, suppliers, and deadlines.

Reliable:

Takes ownership of assigned tasks and follows through to completion.

Team-Oriented:

Communicates effectively and supports cross-functional collaboration.

Pay:

$48,000.00 - $60,000.00 per month

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Vision insurance Application Question(s): Are you proficient in English?

Education:

Bachelor's (Required)

Language:

Mandarin (Required)

Work Location:

In person