Purchasing Assistant

The Purchasing Assistant works under the guidance of the Supply Chain Manager to assist in sourcing packaging, raw ingredients and other supplies while maintaining a measurable Supply Chain. The Purchasing Assistant assists in gathering data and documentation for projects and new suppliers. This position operates within FDA, FSMA and Global Food Safety Initiative (GFSI) requirements defining food safety standards for the safe production of food in the plant and offices i.e. within the standards of defined risk levels by area.

ESSENTIAL FUNCTIONS
Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to satisfactorily perform each essential function. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Essential Functions Statement(s)
1. Monitor inventory levels and place purchase orders for office supplies; comparing costs from Warehouse Direct, Amazon, Staples, and other active suppliers.
2. Identify cost savings opportunities by obtaining three competitive bids on purchases, when possible.
3. Assist in sourcing of non-stock purchases for all departments.
4. Prepare, enter and place non-stock purchase orders via website, email, or phone.
5. Collaborate with internal departments with vendor issues on invoicing and processing returns.

6. Analyze production/janitorial order requests for accurate reorder quantities and place orders.
7. Track annual cost savings in Excel spreadsheet on Purchasing Drive.
8. Plan, enter and assist with supplier pick-ups in TMS logistics system.
9. Review Assistics MRP and provide PO with quantity and lead-time, when directed by the Supply Chain Manager.
10. Assist with freight claim credit requests.
11. Gather and maintain internal SDS sheets.
12. Manage Purchasing mailbox for COA/COCs and other documentation.
13. Assist in gathering Certificates of Insurance and maintain files on the shared drive.
14. Gather new supplier W-9s, ACH info, COI, and credit terms. Provide BBI credit forms (3) to new suppliers.
15. Enter and maintain data for raw ingredients and packaging in Outperform.
16. Enter data of required documents for new ingredients/packaging and new Suppliers in TraceGains.
17. Assist in monitoring accuracy of departmental policies and procedures.
18. Maintain and route for approval the Excel Spreadsheets - Approved Supplier List and Raw Materials/Supplier Items List a minimum of twice annually per SQF.
19. Complete special projects as assigned.
20. General filing

POSITION QUALIFICATIONS
Competency Statement(s)
• Communication- Ability to communicate effectively with others using the spoken and written word.
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems using data and continuous improvement tools.
• Accountability - Ability to accept responsibility and account for his/her actions.
• Coachable-Ability to look at one-self objectively.
• Commitment – Ability to work within company’s policies of customer satisfaction and teamwork within a collaborative environment.
• Teamwork-the ability to identify one’s role in a team (leader or follower) and adjust when appropriate.
• Presentation Skills-Ability to connect with differing levels of the organization effectively through conciseness and simple-ness.

SKILLS & ABILITIES
Education: A combination of experience, relationship and validated performance indicating the above competencies and functions can be satisfied without a degree.
Experience: A minimum of five (5) years’ experience in purchasing or purchasing related field preferred.
Computer Skills: Proficient with MRP/ERP/Excel/Microsoft Office Suite.

WORK ENVIRONMENT
This position is primarily carried out in an office environment.