Purchasing Assistant

Job Description

The Purchasing Assistant is primarily responsible for ensuring that purchase orders (POs) are processed and acknowledged by the vendors in a timely manner. This includes: placing purchase orders; following up with vendors; prioritizing follow-up and troubleshooting on back orders and potential stockouts; investigating and resolving receiving discrepancies and non-conforming material receipts with vendors and communicating to others affected; and proactively providing purchase receipts, invoices and credit memos to our accounting department to ensure efficient and timely accounts payable.


  • Confirm all purchase orders (PO’s) in ERP system for quantities, pricing and delivery dates
  • Update system with accurate delivery dates
  • Follow up on late PO’s and push for updated delivery information
  • Identify inventory shortages and stock positions to help achieve/maintain fill rates
  • Expedite late material with heavy focus on back orders and low stock positions
  • Work with team to relay information regarding supplier production delays, delivery delays etc.
  • Build and maintain vendor relationships through constant communication
  • Update costs within the system
  • Create and update purchase orders and returns, as requested
  • Handle shipping and PO variances with respective warehouses
  • Coordinate Supplier returns for damages, Non-Conformance and shipping errors
  • Request Quotes as directed by Category Manager or Buyer(s)


  • Knowledge of Purchasing procedures and processes
  • Ability to exercise discretion and independent judgement, multi-task and prioritize
  • Good verbal and written communication skills
  • Excellent MS Office, Outlook, Work, Excel and PowerPoint skills
  • Knowledge of MRP systems
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