Purchasing Assistant

We are seeking a highly organized, detail‑oriented, and proactive individual to join our team in a cross‑functional operations and vendor support role. This position plays an essential role in purchasing, inventory management, vendor coordination, and internal sales support. The ideal candidate thrives in a fast‑paced environment, communicates professionally across teams, and is comfortable managing multiple priorities simultaneously.

 

Primary Responsibilities

Purchase Orders (POs)

• Submit purchase orders for identified products from the daily watch list
• Conduct warehouse walk‑throughs or review potential product distributions prior to submitting purchase orders

Reporting and Inventory Management

• Pull daily inventory and open PO reports from Company ERP Software
• Submit orders received via Distribution Forms
• Review, document, and report daily issues impacting inventory levels or order fulfillment

Vendor and Order Management

• Communicate daily with vendors to obtain Bills of Lading (BOL) and tracking information
• Provide open PO status updates to the sales team three times per week (Monday, Wednesday, Friday)
• Process vendor setup documentation for new vendor opportunities
• Communicate vendor out‑of‑stock notifications to key stakeholders on a weekly basis
• Manage vendor credits related to expired or out‑of‑code products

Product and Sales Support

• Manage product setup and maintenance within Company ERP Software
• Ship product samples to sales teams or customers as requested
• Coordinate new item communications with sales teams and vendors
• Liaise with the warehouse to resolve receiving discrepancies and confirm daily product receipts
• Update the product catalog monthly in collaboration with Marketing and IT to ensure website accuracy

Sales Analysis and Merchandising

• Review sales trends across key categories using internal reporting tools
• Support planogram development by sourcing required products or materials

Event and Tradeshow Support

• Coordinate the shipment of products and support materials for tradeshows and events
• Travel to and support up to two industry tradeshows annually (potential locations include Chicago, Las Vegas, Miami, Atlanta, and New York)

Cross‑Functional Collaboration

• Provide support to the call center by sharing timely product and inventory updates when needed
• Assist with product force‑outs and special projects as required

Key Qualifications

• Proactive mindset with a positive, team‑oriented attitude
• Strong written and verbal communication skills with the ability to engage professionally with internal teams and external vendors
• Highly organized and detail‑oriented with the ability to manage multiple responsibilities
• Proficient in Excel or willing to learn quickly
• Confident, adaptable, and comfortable wearing multiple hats
• Ability to negotiate effectively when required

Preferred Attributes

• Experience supporting sales teams and/or operations in a fast‑paced environment
• Willingness to collaborate with cross‑functional partners including Sales, Marketing, IT, and Warehouse Operations
• Flexibility to travel up to 20% to support tradeshows and customer events

Why Work Here

• Competitive compensation

• Health, dental, and vision insurance

• Short-Term Disability

• Long-Term Disability

• 401(k) with employer contribution

• Paid time off and holidays

• Stable, supportive, and growth-oriented work environment