Purchasing Assistant – Everything a Procurement Professional Should Know

Are you wondering why there is a purchasing assistant? There is an adage that says, “No man is an island.” This is true and is most certainly in the business sector. For someone to become a leader, there should be someone that he or she leads. There must be others who must shoulder the other jobs for a smooth process of operation. 

Of course, as we said, the business sector relies on its stakeholders to operate efficiently. Purchasers need them to delegate some of their jobs. In this article, we will learn what they are and what are the qualifications to become one. 

What is a Purchasing Assistant?

A purchasing assistant is in charge of the purchasing in the company. It is in charge of supporting the business by ordering products or services from its employer. He or she also manages the records of purchase cards and maintains the inventory.

Duties and Responsibilities of a Purchasing Assistant

Besides being in charge of the purchasing in the company, it also deals with the suppliers and vendors of the company. Below are the other duties and responsibilities of a purchasing assistant:

1. Maintains Purchase History Records

A purchasing assistant must keep the records of purchases manually or electronically. The record must include the costs, the quantity of the products, and the shipping information of the purchase. 

Recording this information can be beneficial to the budget that the department heads may plan. It can also help in simplifying things when it comes to repeat orders and other regular purchases. 

It compiles the recorded files to be viewed by the accounting department. This is to be used as one of the bases for their plans.

2. Managing Purchase Orders

As purchasing assistants are in charge of purchasing, they are also tasked to manage those orders that they make. They are the ones who complete and maintain the purchases of goods and materials in the company.

Purchasing assistants work with other departments to gather the orders that they need to sustain the work in the company. They record purchases once they receive the request and submit it to be approved by the purchasing manager.

3. Monitors Shipping Schedules

The purchasing assistant oversees the incoming and outgoing shipments in the company. They check the deliveries if they match the purchase orders to ensure that all that they need is delivered in full. 

It schedules the shipments they will return or sends the materials needed for the company’s project.

4. Checks the Vendors of the Company

The purchasing assistant works directly with the vendors to negotiate price lists and compare their offers. It works closely with the vendors to build relationships to support its profitability. 

It may also review the vendor’s bid, and agreements, and help them with the decision-making. The relationship that they build with the vendors can easily make them issue requests and submit contracts.

5. Keeps Track of the Inventory

Inventory management is crucial in every business. The purchasing assistant monitors the inventory to check when the next order should be scheduled. It may utilize the use of technology to inspect the inventory effectively.

He or she may also use inventory management software to check if there are any spaces left in the inventory. They use this information to check where to place the replenishments they have ordered. They also check if there are any leftovers in the supply to avoid creating new purchase orders.