Purchasing Assistant

JOB NAME
Purchasing Assistant                                                                                             

JOB PURPOSE
The Purchasing Assistant provides purchasing and inventory support to ensure timely replenishment of stock, accurate purchasing data, effective supplier follow-up, and continuity of essential purchasing operations. This role supports order replenishment, pricing maintenance, costing, shipment tracking, supplier coordination and purchasing analysis, while also providing limited Accounts Payable support as part of the Procure-to-Pay (P2P) cycle.                     

JOB GROUP
Line Staff                                                                                            

DEPARTMENT/SECTION
Administrative Division                                                                                             

PROFESSIONAL DEPENDENCIES
Formal superior: Procurement and Product Development Lead, with functional accountability to the Senior Manager-Accounts & Administration.
                     
Subordinate: N/A                                           

AUTHORIZATION LEVEL
Position-specific access to company data                                                                 

TASK DESCRIPTION

• Procurement Support & Data Integrity (75% of Core Workload)
• Order & Document Management: Process routine replenishment orders and purchase orders accurately within designated timelines. Track supplier delivery statuses and compile full shipping documentation profiles for customs entry.
• Data Integrity & ERP Maintenance: Own the daily maintenance and accuracy of ERP master data under the Lead's guidance, ensuring all new SKUs, vendor terms, and contract pricing layers are updated instantly.
• System Receiving & Claims: Execute the final transactional receiving of stock into the ERP system upon warehouse delivery validation. Track and manage claims processing for shipment variances, shortages, or damages.
• Operational & Launch Support: Prepare pro-forma costing sheets based on fluctuating freight rates and vendor inputs. Assist the Lead in coordinating with retail stores to distribute updated pricing sheets and product launch timelines.
• Accounts Payable & Financial Reconciliation (25% of Core Workload)
• Three-Way Match Verification: Receive, log, and audit all incoming supplier invoices by performing a rigorous three-way match against original Purchase Orders and verified physical receiving logs.
• Voucher Preparation: Compile matched invoice batches, resolve cost discrepancies with vendors, and prepare verified payment vouchers for submission to the Senior Manager – Accounts & Administration.
• Vendor Statement Reconciliation: Monitor local and international supplier ledgers; conduct monthly statement reconciliations to secure open credits, rectify overcharges, and maintain favorable vendor relationships.
• Month-End & Compliance Audit Support: Assist the administration team with month-end closing tasks related to outstanding payables and inventory valuation. Maintain an organized, audit-ready digital repository of customs receipts, invoices, and purchase records.
• Business Continuity: Maintain comprehensive cross-training to provide dependable first-line coverage of essential purchasing operations during the Lead's absence.

TOOLS AND EQUIPMENT
Access to the internal IT system within the position-specific permission level        
Access to office equipment                                                    

WORKING CONDITIONS
Occasional business meetings                                                           
Office work                                                                                                               

QUALIFICATIONS

• Minimum level of education: Associate Degree in Bursiness Administration, Supply Chain Management, Procurement, Logistics, Operations Management, Accounting or a related field; or equivalent relevant experience.
• Training or certification in purchasing, procurement, supply chain, inventory management or logistics would be an asset.
• 1- 3 years of experience in purchasing, procurement, inventory management, logistics, distribution, supplier coordination or a related operational environment preferred.
• Experience with Accounts Payable, invoice matching or basic accounting processes would be an asset.
• Knowledge of Microsoft Office applications is necessary. Strong proficiency in Microsoft Excel required, including spreadsheet analysis, formula-based cross-referencing and reconciliation. ERP experience and familiarity with inventory systems are desirable.
• A working knowledge of a fully integrated computerized system.
• Audit experience would be an asset.
• Good analytical skills.
• Excellent written and oral communication skills. Comfortable interacting daily with logistics partners, internal departments, and corporate shared devices.
• High attention to detail, strong organizational habits, and absolute discretion necessary to handle proprietary financial and cost data safely.

An attractive remuneration package, inclusive of medical insurance and bonus incentives, will be offered to the successful candidates.