Purchasing Assistant Job Description: Top Duties and Requirements

A Purchasing Assistant, or Procurement Agent, coordinates the purchase of products and materials for an organization. Their duties include building and maintaining relationships with vendors and suppliers, conducting market research to identify the best quality materials, products and prices, and handling all company administrative responsibilities related to purchases, order tracking, purchase agreements, and product records.


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Purchasing Assistant duties and responsibilities

A Purchasing Assistant must be well-versed in the type of products and supplies a company needs and the key suppliers and vendors that can supply them. Primary duties and responsibilities of a Purchasing Assistant usually include:

  • Maintaining strong relationships and long-term purchasing agreements with suppliers and vendors 
  • Keeping open lines of communication with vendors
  • Maintaining accurate inventory records
  • Determining purchasing needs based on sales numbers 
  • Staying up-to-date with industry trends
  • Comparing product deliveries with issued purchase orders to ensure there are no discrepancies


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Purchasing Assistant Job Description Examples:


Example 1

* _Welcome To Mega Imports Furniture Ltd.*_ _ *MFI is a distributor to the furniture industry. We only sell to furniture and home accessories retailers._* _The Purchasing Assistant will be responsible for sourcing equipment, goods and services and managing vendors. _ *Overview OF * _ * _Administer on-line purchasing systems _ * _Prepare and process requisitions and purchase orders for supplies and equipm_ * _ent _ * _Locate vendors of materials, equipment or supplies and interview them in order to determine product availability and terms of sales _ * _Maintain records of goods ordered and received _ * _Prepare reports regarding market conditions and merchandise costs _ * _Other duties as required._ AND Experience: * * *_Intermediate level Excel skills _* * *_High attention to detail & accuracy _* * *_No experience (learning with our manager) _* * *_Accomplished skills in negotiation and networking _* * *_Sound analytical thinking, planning, organization, prioritization, and execution skills _* * *_Acts with integrity _* * *_Resourceful, energetic and strong work ethic _* Job Types: Full-time, Temporary, Contract Salary: $25.00-$35.00 per hour

Example 2

*Ellis Fabrications Inc.* is a growing business that designs and manufactures construction equipment attachments and revolutionary trench safety equipment. We are a established leader of innovation and design. With our products expanding into new markets, we are hiring a *Purchaser/**Administrative Assistant**. *We are looking for a career-orientated individual who will able to integrate both admin and purchasing responsibilities and has the skills and abilities to thrive in a challenging environment. *Responsibilities* First point of contact for customer and vendor inquiries. Work closely with the sales to ensure efficient completion of tasks Organize logistics of incoming and outgoing products including cross border transaction Assist in payroll data entry procedures Develop a strong positive rapport with our current vendors, while constantly seeking new suppliers and product channels Negotiate terms with vendors for long-term profitability. Work with Vendors to ensure product availability, delivery scheduling and to solve any discrepancies. Study product lines, becoming an expert in product knowledge. Seek out new products that will help increase the company’s profitability. Work with the President and the Production Manager to keep up to date on the trends and the needs of the company when making buying decisions. Analyze reports to determine sell-thru percentage and make appropriate decisions to ensure proper inventory levels are sustained. Maintain internal procurement database and records. *Qualifications: * Proficiency in Microsoft Office and experience with MRP/ERP or accounting software systems is an asset Strong written and verbal communication skills required Industrial sales and purchasing experience preferred Warehousing and inventory knowledge Excellent Communication and Negotiation Skills Self motivated person who enjoys challenges and can work independently Strong Computer Skills *Personal * Attention to detail with regards to data accuracy and error free documentation Excellent organizational skills Energetic, self motivated person that enjoys interaction with others Self discipline and strong time management skills Can work in dynamic fast paced environment with changing priorities Proficient in resolving problems that arise *What we offer: * · Great work environment · Competitive wages · Long term growth opportunities If you are interested in joining our team, please email your resume through [website] *_Only those selected for an interview will be contacted._* Job Types: Full-time, Permanent Salary: per year Schedule: * 8 hour shift Experience: * Purchasing: 1 year (preferred) Work remotely: * No

Example 3

We are currently looking for a Purchasing Assistant to join the team in our Port Coquitlam, BC office. This position will be a highly important part of the group and will be critical to the success of the team. Candidate must be team player with exceptional work ethic, and the ability to play an integral role on our team. The ideal candidate is someone who is eager to learn on the job and at the same time contribute to the organization. *Position Overview* The Purchasing Assistant will be responsible for learning company purchasing policies and procedures, and maintaining inventory levels required for effective company operation. * Maintain strong working relationships with our vendors * Review purchasing agreements and maintain open lines of communications with our vendors * Develop an active process for measuring inventory and determining purchasing needs based on quarterly and annual numbers * Stay up to date with industry trends and establish long-term purchasing arrangements with vendors when it is beneficial to the company * Compare product deliveries with issued purchase orders and contact vendors when there are discrepancies * Assisting with Monthly and Year End tasks * Other related duties as required *Job Requirements* * Bachelors Degree is highly preferred * 2+ years’ experience in a purchasing or supply chain role * Excellent communication and negotiation skills * Proven history of effective supply management * Able to create and administer a task priority list based on company needs * Good work ethic, strong organization skills and attention to detail * Ability to multitask, prioritize and work independently * Enthusiastic, team player *Benefits* * Flexible work hours * Friendly and collaborative work environment * Opportunities for professional learning, growth, and career advancement * Salary commensurate with experience. We appreciate all applications, however, only short-listed candidates will be contacted. No phone calls please. Thank you! Expected start date: [phone number]12-01 Job Types: Full-time, Permanent Salary: per year Benefits: * Dental care * Extended health care Schedule: * 8 hour shift * Monday to Friday Experience: * Purchasing: 2 years (Required) Education: * Bachelor's Degree (Preferred) Language: * English (Required) Work remotely: * No

Example 4

*Summary: *The individual in this position is responsible for providing support to the Purchasing Manager. This includes the areas of special orders, backorders, defectives, and purchasing. *Authority: *To make cost analysis decisions when pricing special orders. To make decisions on the return or disposal of defective stock and non-stock product returns. To handle all receiving problems with vendors with cost efficiency in mind. *KEY Responsibilities* · To research special order requests and provide costing on these products. · Assist in negotiating pricing, quantities and delivery timescales with vendors and suppliers. · Assist in coordinating with vendors to ensure that items are restocked before supply is diminished. · Tracking shipments. · Shipping issues, discrepancies or delays with suppliers. · Creating purchase orders. · Issuing and coordinating delivery schedules for incoming shipments with receiving department. · Assisting in the physical count of inventory items. · Collaborating with purchasing manager and warehouse for return shipments to suppliers. · Sourcing inquiries for non-stock items. · Build and develop relationships with key suppliers, customers, vendors and store staff. · Ascertaining delivery dates for inside sales/outside desk. · Support the development and implementing of purchasing and contract management instructions, policies and procedures. · Attending or assisting with Trade Shows and exhibitions and vendors to ensure current and future needs are met to evaluate future buying opportunities. · Liaise with warehouse and store managers to ensure all products arrive as ordered. · Expediting vendor purchase orders/update shipping dates in purchasing system. · Enter order confirmations and maintain ETA’s in ERP system. · Expedite overdue purchase orders and bring any problem areas to the attention to management. · Help to maintain the >98% fill rate. · Maintaining accurate and current product information. · Arrange for the return or disposal of all defective stock. · Arrange for the return or disposal of non-stock product returns. · Check inventory counts in warehouse. · Assist with supplier price changes. · Product creation and maintenance in ERP system. · Place purchase orders with vendors as needed. · All other duties assigned by direct supervisor. *KEY Relationships: *Order Desk Inside Sales Outside Sales Warehouse Supervisor Warehouse Associates Retail Managers Retail Associates *KEY Attributes: *Problem Solver Analytical Skills Organized Accurate Job Types: Full-time, Permanent Salary: From $18.00 per hour Benefits: * Company pension * Dental care * Employee assistance program * Extended health care * Life insurance * Store discount * Wellness program Schedule: * 8 hour shift * Monday to Friday * No weekends Experience: * purchasing: 1 year (preferred) Work remotely: * No

Example 5

*About the Company* Whitemud Ironworks Limited is the largest open shop commercial fabricator/erector in Western Canada. We are a fully integrated steel fabricator and erector that specializes in structural and miscellaneous steel projects in the commercial sector. We are recognized as an industry leader. Due to our reputation, we have grown substantially over the past 25+ years with established construction crews and three fabrication facilities across BC and Alberta totaling over 400,000 square feet. Currently, Whitemud Ironworks has a dedicated team of 250+ employees. As we continue to expand in the industry and prepare for another busy year, we are looking for experienced and dedicated individuals to join our team! *What we offer: * * Opportunities for professional growth * A comprehensive benefits package after 3 months * RRSP matching * Flexible start times between 7:00 AM and 8:00 AM * Work-life balance with generous paid time off *About the Position* We are seeking a dedicated and self-motivated * Assistant *to join our team in the Edmonton Office. This is an entry-level position. On-the-job training will be provided. The key duties of this position include: * Work alongside Senior Purchaser to provide administrative support * Work in various departments to learn processes and procedures prior to purchasing * Print invoices and crosscheck with purchase orders and packing lists for approval and discrepancies * Control of inventory paperwork * MTR Input into Fabtrol or Strumis for all locations * Perform data entry into Strumis and Fabtrol for all locations and follow-up with missing information The ideal candidate will have: * Minimum 1 year experience in an administrative role; Previous procurement/purchasing experience preferred * Experience working in the structural steel industry is an asset * Education in supply chain management or a relevant field is preferred * Good computer aptitude to work with Microsoft Office and various other software * Previous experience with Fabtrol, Strumis, and/or Bluebeam is an asset * Ability to achieve thoroughness and accuracy when completing a task * Exceptional verbal and written communication skills * Ability to stay organized and excel in a fast-paced environment Applicants must be legally eligible to work in Canada. Currently, we are unable to sponsor international candidates. *Interested in joining our team?* If this position is of interest to you, please apply with your cover letter and resume (in Word or PDF format) on Indeed. Qualified candidates will be contacted by the Human Resources Department for an initial phone interview. Whitemud Ironworks Limited is not accepting agency resumes for this position at the moment. Job Types: Full-time, Permanent Salary: $20.00-$22.00 per hour Benefits: * Casual dress * Dental care * Disability insurance * Employee assistance program * Extended health care * Flexible schedule * Life insurance * On-site parking * Paid time off * RRSP match * Store discount * Tuition reimbursement * Vision care Schedule: * Monday to Friday COVID-19 considerations: Employees and visitors are required to wear mask. Visitors will be required to complete a COVID-19 questionnaire. Common areas are frequently sanitized. Application question(s): * Why do you want to become a Assistant? Experience: * administration: 1 year (required) * 1 year (preferred) Work remotely: * No

What does a Purchasing Assistant do?

A Purchasing Assistant maintains the inventory levels for an organization’s products and is responsible for negotiating deals with potential vendors and suppliers. A Purchasing Assistant is also responsible for understanding company policies and procedures, and matching them against purchasing and organizational agreements on supply inventory levels. An important task of a Purchasing Assistant is to conduct regular price comparisons to ensure that the company gets the best value for products purchased. Their core objective is to ensure the company’s operations run smoothly without product shortages or delays in fulfilling orders.


Purchasing Assistant skills and qualifications

A Purchasing Assistant must have the necessary skills and qualifications to meet set company goals. Some qualities to seek in a Purchasing Assistant candidate include:

  • Excellent communication skills, both oral and written
  • Excellent negotiation and customer-service skills 
  • Knowledge of, and experience in, effective supply management and related work
  • Ability to conduct market comparisons, monitor trends, and identify potential suppliers 


Purchasing Assistant experience requirements

The ideal candidate for the role of a Purchasing Assistant would usually have a minimum of three years experience in a purchasing role, and may also be well-versed in the specifics of supply management. This is essential to be able to perform the required purchasing related tasks.


Purchasing Assistant education and training requirements

Most applicants interested in the position of a Purchasing Assistant will have a high school diploma or equivalent, but a candidate with an associate degree or higher is generally preferred. They should also be well-versed with supply management software, purchase agreements, and purchase orders.


Purchasing Assistant salary expectations

According to Indeed Salaries, the average salary for a Purchasing Assistant is $18.93 per hour in Canada. Wages may vary dependent on experience, location, and company.


Job description samples for similar positions

If a Purchasing Assistant is not quite what you’re looking for, here are a few other job description samples that may fit your needs:


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Purchasing Assistant job description FAQs


What qualities make a good Purchasing Assistant?

The most important quality in a Purchasing Assistant is the ability to negotiate. Purchasing Assistants must also actively follow market trends and stay in touch with all key vendors and suppliers to get the best rate possible for their company’s offerings. 

In addition, a good Purchasing Assistant would have an excellent grasp of inventory management. This is essential for the smooth operation of any business. Any sudden shortages can have a significant impact on a company’s ability to fulfill client requests. Shortages and delays can also have a negative effect on client retention and satisfaction. An efficient Purchasing Assistant would always be a step ahead when it comes to inventory management as well as the timing of purchases and product prices.


Who does a Purchasing Assistant report to?

A Purchasing Assistant generally reports to the Purchasing Manager. However, there may not be a Purchasing Manager in smaller organizations, so the Purchasing Assistant may directly report to the Head of Finance, the CEO, or the owner of the business.


What makes a good Purchasing Assistant job description?

A good job description for a Purchasing Assistant would include the required level of experience and minimum education requirements for the job. Also, since a Purchasing Assistant has to maintain records of inventory as well as prepare purchase orders and agreements, the job description should specify that candidates who have a history in a similar role related to supply management may have an advantage in the selection process. Fluency in the use of supply management software as well as Microsoft Excel may also be helpful. 

Certain soft skills can help improve the performance and efficiency of a Purchasing Assistant. These include negotiation and communication skills. This must also be highlighted in the job description to ensure that the right candidates will apply. Expectations for the position including specific activities and responsibilities to be done must also be outlined.

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