Find & Apply For Purchasing Assistant Jobs in Lancaster, Pennsylvania

Purchasing Assistant Department:

Purchasing Reports To:

Buyer /

Purchasing Manager Employment Status:

Full-Time FLSA Status:

Non-Exempt Position Summary The Purchasing Assistant provides administrative and operational support to the Purchasing Department to help ensure products are accurately priced, vendor promotions are properly tracked, invoices are processed timely, and purchasing information is maintained accurately. This position works closely with Purchasing, Accounting, Inventory, and Store Operations to maintain accurate product and vendor information and support the company's overall profitability. The Purchasing Assistant must be highly organized, detail-oriented, comfortable working with numbers and data, and able to manage multiple priorities while meeting deadlines. The successful candidate demonstrates TFP's core values by being Positive Towards People and Pets, Eager to Learn, Team Oriented, and Accountable. Essential Duties and Responsibilities Purchasing & Vendor Support Provide day-to-day administrative support to the Purchasing Department. Assist Buyers with purchase orders, vendor correspondence, product information, and other purchasing-related activities. Maintain accurate vendor records, pricing information, product information, and purchasing documentation. Communicate with vendors regarding pricing, promotions, product information, invoices, and discrepancies as directed. Assist with researching product costs, availability, and vendor terms. Follow up with vendors on outstanding questions, credits, pricing discrepancies, and promotional information. Invoice Review & Approval Review vendor invoices for accuracy, including quantities, costs, products, discounts, freight, and applicable promotional pricing. Verify invoices against purchase orders, receiving information, and agreed-upon vendor pricing. Identify and resolve invoice discrepancies with vendors and appropriate internal departments. Approve invoices within established company procedures and authorization limits. Submit approved invoices for timely processing and payment. Maintain documentation related to invoice discrepancies and resolutions. Vendor Promotions Track vendor promotions, rebates, discounts, allowances, and other promotional programs. Maintain an organized record of promotional dates, requirements, participating products, and vendor commitments. Communicate promotional information to appropriate internal departments. Monitor promotional activity to ensure eligible products and vendor programs are properly reflected in company systems. Assist with reconciling promotional credits and allowances received from vendors. Follow up with vendors when expected promotional credits or discounts have not been received. General Responsibilities Maintain confidentiality of vendor pricing, costs, terms, and company information. Assist with special projects and reporting as assigned. Work collaboratively with Purchasing, Accounting, Inventory, and Operations. Maintain organized electronic and paper records. Meet established deadlines and follow company policies and procedures. Assist with identifying discrepancies or trends in purchasing and pricing data Perform other duties as assigned. Qualifications Required High school diploma or equivalent. Previous administrative, purchasing, inventory, accounting, retail, or related experience preferred. Strong attention to detail and accuracy. Strong organizational and time-management skills. Basic to intermediate Microsoft Excel skills. Ability to work with numbers, pricing, and spreadsheets. Strong written and verbal communication skills. Ability to prioritize multiple tasks and meet deadlines. Ability to maintain confidentiality. Ability to work independently while also contributing to a team. Preferred Previous purchasing or vendor-management experience. Experience with retail product pricing. Experience working with invoices or accounts payable. Experience with an ERP, inventory management, or retail point-of-sale system. Experience working with vendor promotions, rebates, or allowances. Intermediate or advanced Microsoft Excel skills. Key Performance Expectations Success in the Purchasing Assistant position is demonstrated by: Accurate and timely processing of invoices. Accurate processing of approved price changes. New products being priced and entered correctly. Vendor promotions being tracked and reconciled accurately. Purchasing and vendor information being maintained accurately. Minimal data-entry and pricing errors. Timely follow-up on vendor questions and discrepancies. Effective use of Microsoft Office tools to organize and communicate information. Physical & Work Environment Regularly required to sit, stand, walk, reach, and use a computer for extended periods. May occasionally lift or move boxes, files, or other materials. Work is primarily performed in an office environment but may require interaction with retail, warehouse, inventory, or other operational areas. Must be able to communicate effectively with employees, management, vendors, and other business partners. Occasional weekend work may be required for in store events. Equal Employment Opportunity That Fish Place - That Pet Place is committed to providing equal employment opportunities to all employees and applicants. Employment decisions are based on qualifications, business needs, and job-related factors and are made without regard to legally protected characteristics under applicable federal, state, or local law. Disclaimer This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position. Duties and responsibilities may be modified as business needs change.