Purchasing Assistant

Job Summary

The Purchasing Assistant supports the procurement team in sourcing, ordering, and tracking raw materials, packaging, and supplies necessary for operations. This position plays a key role in ensuring continuity of supply, maintaining accurate records, and assisting with vendor communication and compliance documentation. Our client is looking for a purchasing assistant to grow and continue to take on more responsibilities over time.

Responsibilities

• Create and process purchase orders for raw materials, packaging components, operating supplies, and office supplies.
• Track deliveries, expedite shipments, and communicate delays to appropriate departments.
• Maintain accurate inventory levels in coordination with the production.
• Assist in sourcing alternate vendors for cost savings or supply chain continuity.
• Review and maintain Safety Data Sheets (SDS) and Certificates of Analysis (COA) for incoming materials.
• Ensure compliance with regulatory and company-specific purchasing policies.
• Monitor vendor performance (on-time delivery, quality, service) and report issues.
• Support invoice reconciliation by working with accounts payable and resolving discrepancies.
• Work closely with the receiving team to resolve any discrepancies.
• Maintain Sage X3 ERP with up-to-date supplier and order information.
• Maintain systems and quality controls and assist with improvements.
• Maintain and strengthen internal controls.
• Maintain and improve process and procedures.
• Other special projects responsibilities as assigned, along with cross training growth.

Required Qualifications

• High school diploma or equivalent required; associate or bachelor's degree in supply chain, business, or related field preferred.
• 1–3 years of purchasing or administrative experience, ideally in a manufacturing or chemical environment.
• Familiarity with chemical products, SDS documentation, and regulatory compliance (e.g., OSHA, DOT, EPA) is a plus.
• Proficiency in Microsoft Office and excel; experience with ERP systems (e.g., Sage X3, SAP, NetSuite) preferred.
• Strong organizational and communication skills.
• Attention to detail, ability to multitask, and a sense of urgency.