About the job
Position Summary
Join our team at remote-raven as a meticulous Purchasing Assistant, dedicated to enhancing our procurement processes. In this remote role, you will collaborate with our General Manager to ensure the prompt availability of high-quality products at competitive prices while fostering strong vendor relationships and adhering to company standards.
Core Responsibilities
Order Management
- Accurately input purchase orders for components, processing services, and finished goods.
- Verify that all purchase orders contain precise costs, specifications, and delivery timelines prior to submission.
- Maintain comprehensive records within the company ERP system for all external processing purchase orders.
- Notify stakeholders of any changes, cancellations, or updates regarding purchase orders.
Vendor Relations & Compliance
- Build and sustain professional relationships with vendors through respectful communication via phone and email.
- Ensure vendor compliance with purchase order pricing, delivery schedules, and contractual terms.
- Gather multiple quotes for new purchase requests to guarantee competitive pricing.
- Collaborate with the General Manager to resolve vendor performance issues and rectify non-compliance.
- Monitor rejection reports and coordinate the replacement of rejected materials.
Cost Management
- Assist in cost-reduction initiatives by sourcing products at the lowest possible prices while maintaining quality standards.
- Report any cost increases to the General Manager for pre-approval before issuing purchase orders.
- Aim to eliminate unnecessary charges such as lot fees on external processing orders.
- Utilize historical pricing data judiciously, remaining alert to outdated costs.
Communication & Tracking
- Conduct weekly follow-ups on overdue purchase orders every Friday using system-generated reports.
- Send follow-up emails to vendors regarding outstanding deliveries.
- Employ calendar reminders and task management tools to track pending items.
- Update the ERP system promptly to reflect changes in delivery dates and material rejections.
- Keep production, planning, and other departments informed about procurement statuses.
Process Improvement & Learning
- Expand your knowledge of materials (e.g., tubing, flat bar, sheet metal, fasteners) and their applications.
- Document detailed notes to enhance expertise in vendor relationships and purchasing practices.
- Engage in collaborative problem-solving with the team to tackle challenges.
- Focus on root cause analysis to prevent recurring issues.
- Support just-in-time and Economic Order Quantity (EOQ) inventory management strategies.
