Purchasing assistant job description

Purchasing assistant job description

This post includes contents of job profile/title such as: job purpose/role, job functions, key duties/responsibilities/tasks list and other documents related to Purchasing assistant position.

You also ref top job materials for Purchasing assistant as below (at the end of this post):

• Top 18 purchasing job descriptions
• 56 purchasing interview questions
• Top 9 skills for purchasing positions
• Top 12 books for purchasing management

Job purpose of Purchasing assistant

To compiles and maintains records of business transactions and office activities of the Purchasing Department, and supports the Purchasing Manager and others as needed.

Key duties/responsibilities of Purchasing assistant

You can ref some job descriptions for Purchasing assistant as follow:

Job description sample 1

1. Distributing job information to subcontractors (such as model option selections, etc.).
2. Preparing spreadsheets and obtains details for price increases.
3. Initiating contract addendum after approval.
4. Assisting subcontractors with field, contract or billing problems.
5. Maintaining regular contact with Purchasing Manager, Marketing Staff, Field Office Staff, Superintendents, Subcontractors, and other Purchasing Staff.
6. Administering contracts.
7. Compiling Sales Manual of standard materials and options offered for each project.
8. Maintaining vendor list of prospective subcontractors and materials/new products.
9. Assisting with new project bidding.
10. Maintaining logs.
11. Collecting and entering bids into spreadsheets for evaluation by the Purchasing Manager.
12. Entering all contracts into software, prints and sends them to subcontractors.
13. Obtaining information required for contracting, addendums and options.
14. Providing samples and information to sales staff.
15. Maintaining log of outstanding contracts, and deltas of plans.
16. Creating order forms for Sales Associates.
17. Obtaining pricing of Estimate Requests for non-standard options.
18. Ordering plans for office staff, subcontractors, field employees, etc., as needed.
19. Copying and filing signed contracts and provides copy to subcontractors.
20. Supplying necessary information to subcontractors and superintendents.
21. Tracking workers compensation and auto liability insurance of subcontractors.
22. Compiling bid packages (including plans and job information) for all subcontractors bidding a job.

Job description sample 2

1. Exercise responsibility for accurate and timely performance of all activities.
2. Respond to purchasing inquiries and maintain vendor/source information and inventories.
3. Serve as a liaison between vendors and customers.
4. Provide general administrative support such as answering phones, greeting customers, providing customer service to vendors and customers.
5. Correspond with vendors and customers to solve problems, share information and ensure accurate payment.
6. Use electronic systems to import and create documents, track vendor information and payments, create and process purchase orders and request proposal and various financial transactions.
7. Find, qualify, process and track bids for outside vendor services.
8. Assist in the preparation and shipment of items/products.
9. Supervise shipping and receiving process.
10. Be able to explain purchasing procedures.
11. Maintain purchase order data.
12. Enter and maintain container shipments.
13. Notify sales/customer service concerning delays.
14. Maintain business system integrity regarding supply orders.
15. Assist in managing weekly order status reporting.
16. Review and resolve supplier invoice discrepancies.

Job description sample 3

1. Work directly with senior level managers to develop purchasing strategies
2. Analyze data and make recommendations to reduce expenses while maintaining or improving quality
3. Purchasing and procurement of travel
4. Managing inventory and par levels
5. Communicate with vendors and suppliers
6. Generate purchase orders
7. Negotiate prices and obtain competitive quotes
8. Make recommendations to modify purchases based on cost analysis

Tips to write Purchasing assistant job description

Top 7 job description forms.

5 steps to writer write an effective Purchasing assistant job description.

12 tips to write Purchasing assistant job description.

• Base on the above job description, you can set up: Purchasing assistant daily tasks for job levels (such as entry level, junior, senior…), monthly tasks, weekly activities, Purchasing assistant KPIs, Purchasing assistant KRAs, Purchasing assistant job objectives/goals, job standards/requirements, job specifications/qualifications.

Purchasing assistant qualifications needed, job specification

You can use the KSA model (this model to identify key/core competencies/competency profile for Purchasing assistant ) to determine job criteria for Purchasing assistant position. Purchasing assistant’s job standard includes the following elements:

1. Education, knowledge requirements (includes diplomat, degree, certification, training courses…)
2. Experience: (in KSA model, we use skills, not use experience).
3. Skills list/required (includes technical skills, soft skills, hard skills, management skills).
4. Abilities, attributes, traits, qualities:
5. Other characteristics: A general category for other personal như Factor personality, willingness, interest, motivation and licenses …

Below is list of Purchasing assistant qualifications:

1. Bachelor”s degree in Business Administration or Business Finance
2. Must have advanced Excel skills
3. Strong organizational skills and effective communication skills (English)
4. Proficient in Microsoft Office Suite, excellent in Excel
5. Ability to solve problems
6. MUST have experience with Sabre
7. Spanish is required

Purchasing assistant career advice

Below are top useful guides for Purchasing assistant career:

Top 9 skills for purchasing management
Top 12 books for purchasing management
• Top 18 purchasing job descriptions
• Top 12 tips for career development
• Top 9 career path tips
• Top 14 career objectives
• Top 12 career promotion tips

Purchasing assistant job search tips

Below are top materials for Purchasing assistant job application:

• Top 15 ways to search jobs
Top 7 cover letter samples
Top 8 resume samples
• 56 purchasing interview questions
74 interview questions and answers
• Job interview checklist 40 points
• 13 types of interview questions and how to solve them
• Top 8 interview thank you letter samples

Purchasing assistant performance appraisal

• Purchasing KPIs (this post includes metrics to measure Purchasing assistant performance)
• 11 performance appraisal methods (includes appraisal templates and forms)
• Top 28 performance appraisal forms
• Purchasing assistant KRAs/scorecard

Purchasing assistant wages, salary

Below are useful materials for Purchasing assistant wages, salary:

• Top 12 salary negotiation tips
• Top 9 tips to get high salary

Fields related:

The above job descriptions can be used for fields: automotive, F&B, construcition, inventory, hotel, hospital, medical, manufacturing, materials, project, production, logistics, retail, restaurant, warehouse, technical…

If you need more free Purchasing assistant job description forms/templates/formats in details, please leave comments at the end of this post. You also can save as this free file as pdf/doc or download free career, KPI ebooks at sidebar. Update: 2014.

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2 Responses to “Purchasing assistant job description”

  1. PRADIP says:

    Dear Sir,

    I pradip v. deshmukh doing work around 4 years purchase assistant & 6 years office assistant. and my qualification is B.A. & computer m.s office.

    Thanking you

  2. T.Kirubaharan says:

    Dear Sir
    I am Kirubaharan, working in Easun reyrolle ltd since 7 months as a Purchase assistant and have completed DECE in 2010.Presently,working with SAP and also having knowledge with MS office.

    Look forward your interview call.

    Thank You


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