Job Description: Procurement Assistant
Position Summary
The Procurement Assistant supports the Purchasing department by handling day-to-day operational tasks related to purchase orders, vendor follow-ups, and data entry. This role helps ensure smooth order processing, accurate system updates, and timely communication with vendors and internal teams, allowing the Purchasing Manager to focus on strategic sourcing and decision-making.
Key Responsibilities
Purchase Order Support
- Assist with creating and entering purchase orders in SAP
- Update and maintain PO records, including quantities, pricing, and details
- Help track open purchase orders and follow up on pending items
- Support PO receiving and ensuring accurate system updates
Vendor Coordination (Support Level)
- Follow up with vendors on order confirmations and ETAs
- Maintain vendor contact information and records
- Assist with communication regarding basic order status updates
- Help request and track samples when needed
Shipment & Logistics Follow-Up
- Track shipment status and update ETAs in the system or reports
- Assist in following up on delays and communicating updates internally
- Help organize basic logistics documentation (invoices, packing lists)
Data Entry & System Maintenance
- Maintain accurate data in SAP, A1DB, and spreadsheets
- Assist with item setup and updates (as directed)
- Update inventory-related notes and purchasing records
- Help manage internal tracking files (inventory, consumption, orders)
Reporting & Administrative Support
- Prepare basic reports (open POs, ETA tracking, vendor updates)
- Order and maintain supply inventory for different departments as needed
- Make price recommendations for these orders when appropriate to improve cost-effectiveness
- Assist with gathering data for cost analysis or purchasing reviews
- Help maintain organized purchasing records and documentation
Cross Department Coordination
- Support communication between purchasing, inventory, and warehouse teams
- Assist customer service with order status checks as needed
- Help coordinate internal follow-ups related to purchasing activities
Ideal Profile
- Strong attention to detail
- Organized and good at follow-ups
- Comfortable working systems (SAP, Excel)
- Good communication skills for vendor and internal coordination
- Proactive but structured (follows processes well)
Requirements:
o Proficient in Microsoft Excel, including:
o Filtering, sorting and data validation
o Pivot Tables and basic reporting
o Formulas and functions (VLOOKUP/XLOOKU)
o Importing and organizing data from multiple sources
o Strong working knowledge of Microsoft Office 365, including:
o Outlook
o Word
o Excel
o Teams
o OneDrive
o Experience using Microsoft SharePoint for:
o Document storage and retrieval
o Version control
o Team collaboration and file sharing
o Familiarity with ERP systems (SAP Business One experience preferred)
o Ability to maintain accurate data within ERP, inventory, and purchasing systems
o Experience working with vendor portals, online ordering platforms, and electronic document management systems
o Comfortable managing email communications and high-volume inboxes
o Strong keyboarding and data-entry skills with a high level of accuracy
Job Type: Full-time
Pay: $24.00 - $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Employee discount
- Health insurance
- Paid time off
Work Location: In person
