A Purchasing Assistant assists buyers and staff in the purchasing or procurement department of a business or store. Assists with checking and completing purchase orders, communicates with vendors and suppliers, maintains records and provides data entry.
The Purchaser supports production and business operations by ensuring materials, supplies, and services are available when needed at the appropriate quality, cost, and lead time. The position manages purchase orders, maintains accurate purchasing records, follows up with suppliers, communicates risks and status updates, and works across departments to prevent avoidable disruptions. Success requires accuracy, organization, sound judgment, timely follow-through, proactive communication, accountability, and the ability to manage competing priorities independently.
Requirements:
Responsibilities and Duties:
Material Availability and Production Support:
Review material requirements and open purchase orders daily. Analyze and Identify shortages before production is affected. Order supplies within required supplier lead times. Communicate any shortages, back orders and delays to management on the same business day. Follow critical orders through resolution and document supplier updates. Work with production and management to find alternative material when needed.
Vendor Management:
Document supplier confirmations, pricing, delivery dates, lead times and terms. Respond to vendors within one business day. Follow up on overdue, incomplete or potentially late orders. Communicate delivery changes internally the same day. Maintain professional and productive supplier relationships.
Purchasing & ERP Documentation:
Maintain accurate, current purchasing information in the ERP system. File all required purchasing documents within one business day. Document missing information follow-up efforts. Review open purchase orders weekly and promptly correct discrepancies. Close completed, canceled, or outdated purchase orders monthly. Keep purchasing records organized and easily accessible.
Pricing, Cost Control and Terms:
Verify pricing before placing or approving orders. Investigate significant price changes and escalate increases of 5% or more. Obtain competitive quotes or document why they are not appropriate. Negotiate cost savings and improved supplier terms without affecting quality or delivery. Keep ERP pricing current and obtain required management approvals. Identify two monthly cost-savings opportunities and two efforts to improve supplier terms.
Internal Communication and Cross-Functional Support:
Respond to routine purchasing requests within one business day and critical concerns on the same day. Provide complete and accurate purchasing updates/ Communicate potential shortages, delays and risks proactively. Collaborate with all departments to resolve purchasing concerns. Escalate issues requiring management support or approval within one business day.
Follow-Through, Prioritization and Accountability:
Track open responsibilities, deadlines and next steps. Complete assignments on time without repeated reminders. Follow issues through resolution or proper escalation. Provide weekly Friday resolution or proper escalation. Prioritize work based on production needs and business impact. Notify management in advance when competing priorities may affect deadlines. Performs other duties as assigned to support departmental and business needs. Performance Standards Purchasing actions, records, status updates, and supplier communications are accurate, complete, timely, and professionally documented. Known critical purchasing requirements receive same-business-day attention, and preventable production interruptions attributable to missed ordering, monitoring, follow-up, communication, or prioritization are avoided. Assigned responsibilities and routine purchasing work are completed on time with minimal supervisory intervention. Pricing is verified, required approvals are obtained, and avoidable losses or overpayments caused by failure to use known pricing information are prevented. The employee demonstrates consistent follow-through, sound judgment, cooperation, and timely escalation of issues beyond the position's authority.
Qualifications:
High school diploma or equivalent required; associate degree or related postsecondary education preferred. Prior purchasing, procurement, inventory, production support, or supply-chain experience preferred; manufacturing experience strongly preferred.
Physical Requirements:
Primarily office-based work in a manufacturing environment, with periodic movement through production, receiving, inventory, and storage areas. Ability to sit, stand, walk, communicate, and use a computer and standard office equipment for extended periods. Ability to comply with all required safety rules and wear designated personal protective equipment when entering production areas. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. This job description summarizes the primary duties and expectations of the position. It is not intended to be an exhaustive list of every responsibility. Duties may be changed or assigned based on business needs. Employment with Winona Powder Coating, Inc. is at will subject to applicable law and company policy.
