Purchasing Assistant

Responsibilities

• Process and track purchase orders, ensuring accuracy and completeness of all related documentation.
• Handle invoices by verifying information, matching them to purchase orders, and coordinating approvals as needed.
• Support accounts payable and accounts receivable activities, including data entry, reconciliation, and basic bookkeeping tasks.
• Communicate professionally with vendors to clarify orders, resolve discrepancies, and maintain positive working relationships.
• Collaborate closely with purchasing and accounting teams to ensure timely and accurate flow of information.
• Maintain accurate inventory-related records and assist with tracking and updating purchasing and inventory data.
• Perform general administrative duties, including filing, organizing documents, and maintaining electronic records.
• Serve as the first point of contact at the front desk, greeting visitors and directing them appropriately.
• Use computer systems and software tools, including Microsoft applications and other internal systems, to enter and manage data.
• Ask questions and seek clarification when needed to ensure accuracy and compliance with internal processes.
• Manage multiple tasks and priorities, switching between purchasing, accounting, and administrative duties as required.
• Participate in discussions with internal sales and purchasing staff, contributing to clear and productive communication.

Requirements

• Experience in purchasing, administration, or accounting.
• Experience working with purchase orders, invoices, and vendor communication.
• Basic accounting knowledge, including familiarity with accounts payable, accounts receivable, bookkeeping, and general ledger concepts.
• Strong Microsoft and general computer skills.
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and switch between responsibilities effectively.
• Strong verbal and written communication skills.
• Comfort with data entry and maintaining accurate records.
• Willingness to ask questions and seek clarification to ensure accuracy.

Qualifications

• Experience in accounting, accounts payable, accounts receivable, purchasing, or bookkeeping.
• Experience with invoicing, reconciliation, and inventory-related processes.
• Prior administrative experience in an office environment.
• Familiarity with Macola or similar enterprise or purchasing systems is a plus but not required.
• Ability to engage in clear, thoughtful conversations with internal sales and purchasing teams.
• Demonstrated ability to stay organized while multitasking in a dynamic environment.
• Detail-oriented mindset with a focus on accuracy in financial and purchasing documentation.