Purchasing Assistant

This is a remote position.

Purchasing Assistant
Full-time
Remote - Philippines

Position Summary

We are seeking a highly organized and detail-oriented Purchasing Assistant to support our purchasing, receiving, and accounting operations. This role is responsible for managing purchase orders, following up with vendors, resolving delivery issues, maintaining accurate records, and ensuring smooth communication between vendors and internal departments. The ideal candidate is proactive, excels at problem-solving, and has strong skills in Excel and Google Sheets.

Key Responsibilities

• Create, review, and maintain purchase orders to ensure accuracy and timely processing.
  
• Follow up with vendors on pending purchase orders, backorders, shipping schedules, and delivery commitments.
  
• Resolve vendor-related issues, including shipment delays, shortages, pricing discrepancies, and damaged or missing items.
  
• Work closely with the receiving department to investigate and resolve receiving discrepancies.
  
• Support the accounting team by researching invoice, purchase order, and vendor-related issues.
  
• Maintain accurate purchasing records, vendor information, and order documentation.
  
• Monitor open orders and provide regular status updates to management and internal teams.
  
• Coordinate with vendors to obtain order confirmations, packing lists, tracking information, and estimated arrival dates.
  
• Analyze purchasing data and generate reports using Excel and Google Sheets.
  
• Assist with process improvements and implementation of purchasing tools, spreadsheets, and reporting systems.
  
• Ensure purchasing policies and procedures are followed consistently.
  
• Communicate professionally with vendors and internal departments to maintain strong working relationships.
  

Qualifications

Required Skills:

• Exceptional organizational and time management skills.
  
• Strong attention to detail and accuracy.
  
• Excellent follow-up and communication skills.
  
• Ability to prioritize multiple tasks and meet deadlines.
  
• Strong problem-solving and critical-thinking abilities.
  
• Proficiency in Microsoft Excel and Google Sheets, including formulas, data analysis, and reporting.
  
• Ability to work independently while collaborating effectively with cross-functional teams.
  
• Experience handling vendor communications and resolving purchasing-related issues.
  

Preferred Qualifications:

• Previous experience in purchasing, procurement, inventory management, supply chain, or administrative support.
  
• Experience working with ERP, inventory management, or purchasing systems.
  
• Knowledge of receiving, accounting, and inventory control processes.
  

Key Characteristics of the Ideal Candidate

• Highly organized and process-driven.
  
• Persistent in following up on outstanding purchase orders and vendor commitments.
  
• Detail-oriented with a focus on accuracy.
  
• Customer-service mindset when supporting internal departments.
  
• Reliable, accountable, and proactive.
  
• Comfortable working in a fast-paced environment and managing multiple priorities.
  

Performance Expectations

• Maintain timely follow-up on all open and pending purchase orders.
  
• Reduce vendor-related delays and resolve issues efficiently.
  
• Support accurate receiving and accounting processes.
  
• Improve visibility of order status and vendor performance.
  
• Maintain accurate purchasing records and reporting.
  

Department: Purchasing / Procurement
Reports To: Purchasing Manager or Supply Chain Manager