Procurement Assistant

We are seeking an organized and detail-oriented Procurement Assistant to support our procurement team in managing the purchasing of goods and services. The Procurement Assistant will be responsible for assisting with purchase orders, vendor communications, data entry, and tracking inventory. This role is essential for ensuring timely and efficient procurement processes and supporting the team in achieving cost-effective purchasing solutions. The ideal candidate is proactive, reliable, and skilled in coordinating multiple tasks within a fast-paced environment.

Key Responsibilities

• Purchase Order Processing: Prepare and issue purchase orders, confirm order details with suppliers, and monitor order status to ensure timely delivery.
• Vendor Communication: Act as a point of contact for vendors, responding to inquiries, coordinating product specifications, and following up on order updates.
• Data Entry and Record Keeping: Accurately enter purchase details, update procurement records, and maintain organized files for easy retrieval and audit purposes.
• Inventory Tracking: Monitor inventory levels, track incoming shipments, and notify the procurement team of any shortages or discrepancies.
• Cost Analysis: Assist in comparing supplier quotes and identifying cost-saving opportunities to support budget goals.
• Document Management: Maintain and organize procurement-related documentation, including contracts, invoices, and delivery receipts.
• Invoice Reconciliation: Verify and process invoices, cross-referencing with purchase orders to ensure accurate billing and payment.
• Vendor Relationship Support: Build and maintain positive relationships with suppliers to ensure effective and cooperative partnerships.
• Assist with RFPs and RFQs: Help prepare and organize request for proposals (RFPs) and request for quotations (RFQs) as needed.
• Support Procurement Team Projects: Assist in procurement projects and special initiatives, providing administrative support and data analysis as required.
  

• Associate’s or Bachelor’s degree in Business Administration, Supply Chain Management, or related field (preferred).
• 1-2 years of experience in procurement, supply chain, or administrative support.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with procurement software or ERP systems is a plus.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Excellent communication skills, both verbal and written, for effective vendor and team interactions.
• Organizational skills with the ability to manage multiple tasks and prioritize responsibilities.
• Analytical mindset for cost analysis and vendor comparison.
• Ability to work independently, handle deadlines, and thrive in a fast-paced environment.