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Purchasing Assistant

3 months ago

San Diego, United States St. Vincent de Paul Village Full time
Summary.

The Purchasing Assistant will assist the Purchasing Manager with the daily activities in the Purchasing Department. This includes processing new Vendor accounts, Creating and processing Purchase Orders, filing and managing purchasing documentation both physical and electronic files, support warehouse activities including receiving of packages and placing orders with suppliers, assist with purchasing process analysis and streamlining improvements with the Purchasing Manager. The Purchasing Assistant may act as a lead and will be required to work closely with multiple department managers and directors to communicate policy and procedures for purchasing and problem solving when required. The Purchasing Assistant will be in the warehouse with the Purchasing Warehouse team and will work closely with them and assist with daily warehouse processes if required.

Responsibilities
  • Monitor stock levels and identify purchasing needs
  • Research potential vendors
  • Track orders and ensure timely delivery
  • Update internal databases with order details (dates, vendors, quantities, discounts)
  • Conduct market research to identify pricing trends
  • Evaluate offers from vendors and negotiate better prices
  • Prepare cost analyses
  • Maintain updated records of invoices and contracts
  • Follow up with suppliers, as needed, to confirm or change orders
  • Liaise with warehouse staff to ensure all products arrive in good condition
  • Create and monitor RFP's
  • Manage Annual and service specific PO integrity
  • Partner with the AP team to ensure smooth vendor payment
  • Create and manage TEAMS file locations and purchasing documentation
  • Manage and update Intranet Purchasing department site and content
  • Create online and standalone spreadsheets for data analysis
  • Support multiple departments with their purchasing requirements.
  • Manage and monitor KPI's as set by the Purchasing Manager
  • On time completion of assigned training and policies.
  • Performs other duties as assigned.
Qualifications
  • High school diploma and4 to 6 years of experience.
  • Work experience as a Purchasing Assistant, Purchasing Officer or similar role
  • Good understanding of supply chain procedures
  • Preferred but not essential: Hands-on experience with purchasing software (Tradogram / NetSuite)
  • Required: Advanced knowledge of MS Excel
  • Knowledge of market research
  • Solid organizational skills
  • BSc in Logistics, Business Administration or relevant field or experience
  • Driving License