Hybrid Purchasing Assistant presso Mathews Brothers Co

Position Summary

The Purchasing Assistant plays a critical support role in the procurement function by generating purchase orders, tracking shipments, maintaining accurate vendor records, and helping ensure timely deliveries of materials, supplies, and equipment. This position requires excellent organizational skills, attention to detail, and the ability to thrive in a fast-paced environment. The Purchasing Assistant will work closely with the Purchasing Manager, Category Analysts, and suppliers to maintain smooth procurement operations and assist with vendor management.

Key Responsibilities

Procurement & Purchase Order Management

• Generate accurate purchase orders in accordance with company policies.
• Process urgent or expedited orders as required to support operational needs.
• Ensure all purchase orders are properly documented and communicated to suppliers.

Supplier Coordination & Issue Resolution

• Coordinate with suppliers to confirm order status, delivery schedules, and resolve shipment discrepancies.
• Work with engineering and vendors to address quality issues with purchased goods.
• Support return material authorization (RMA) processes when necessary.

Communication & Documentation

• Track shipments and update delivery timelines as needed to mitigate potential production delays.
• Communicate order updates internally to minimize disruptions.
• Maintain clear and up-to-date documentation of all purchasing activities.

Cross-functional Support

• Work closely with Category Analysts and the Purchasing Manager to place purchase orders.
• Collaborate with operations, accounting, and production teams to support timely procurement and accurate invoicing.
• Assist in supplier performance evaluations.

Process Improvement & Reporting

• Assist with cost-tracking, vendor performance metrics, and other procurement reports as needed.
• Participate in process improvement efforts, including automation and workflow optimization.

Qualifications

• High school diploma or equivalent; Associate’s degree or relevant coursework in supply chain, business, or administration is a plus.
• Familiarity with Microsoft Office, particularly Excel, Outlook, and Word.
• Experience with ERP systems (e.g., SAP, Oracle, Microsoft Dynamics GP) a plus.
• Strong written and verbal communication skills.
• High attention to detail and accuracy in data entry and order processing.
• Ability to manage multiple tasks in a fast-paced environment and meet deadlines.

Key Competencies

• Strong organizational skills and attention to detail.
• Ability to work independently and collaboratively across teams.
• Professionalism, customer service mindset, and a proactive work ethic.
• Comfortable learning and using software.