Purchasing Intern

Job Duties & Responsibilities

• Aid in preparing, distributing, and tracking Requests for Quotation (RFQ), Requests for Proposal (RFP), and Requests for Information (RFI).
• Compile, organize, and maintain vendor responses for procurement team review.
• Support bid analysis by summarizing pricing, payment terms, delivery timelines, and compliance requirements.
• Aid in comparing supplier submissions to support sourcing and purchasing decisions.
• Follow up with vendors regarding outstanding quotations, order confirmations, delivery schedules, and required documentation.
• Maintain clear and accurate records of vendor communications and follow-up activities.
• Aid in coordinating vendor meetings, calls, and internal procurement discussions.
• Support timely communication between vendors and internal departments.
• Monitor open purchase orders and update order tracking logs on a daily basis.
• Work with internal stakeholders, including Finance, Operations, Warehouse, and other departments, to confirm delivery status and resolve discrepancies.
• Assist in reconciling invoices against purchase orders and flag any pricing, quantity, or delivery variances for review.
• Assist in general purchasing documentation, filing, and administrative tasks.
• Gather, clean, and maintain procurement-related data in internal systems and spreadsheets.
• Prepare regular procurement status reports, tracking sheets, and dashboards for management review.
• Support the tracking of procurement metrics such as cost savings, vendor lead time, purchase order cycle time, and supplier performance.
• Aid in data analysis to identify trends, delays, and improvement opportunities within the purchasing process.

Key Requirements & Competencies

• Currently pursuing or recently completed a degree in Supply Chain Management, Business Administration, Operations Management, Finance, Logistics, or a related field.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Excel, Word, and PowerPoint; experience with data tracking or dashboards is a plus.
• Strong communication and follow-up skills.
• Ability to work with vendors and internal teams in a professional manner.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Basic understanding of purchasing, procurement, supply chain, or vendor management is preferred.
• Willingness to learn procurement systems, processes, and business workflows.
• Prior internship, coursework, or project experience in procurement, supply chain, logistics, or business operations.
• Experience working with spreadsheets, purchase orders, vendor quotes, or invoice tracking.
• Familiarity with ERP systems or procurement software is a plus.

Place of Job in the Organizational Structure

The Purchasing Intern will report to the Purchasing/Procurement Manager or assigned procurement team lead and will work closely with the Purchasing, Finance, Operations, and Warehouse teams.