Purchasing Assistant

The Purchasing Assistant provides essential administrative and operational support to the Supply Chain department by facilitating efficient procurement processes, assisting buyers in daily operations, and ensuring timely and accurate delivery of goods and services. This role is integral to maintaining purchasing compliance, accuracy of procurement data, and high levels of internal customer satisfaction.

Buyer & Procurement Support-50%:

• Assist buyers with daily purchasing tasks including creation, editing, and tracking of purchase orders.
• Follow up with departments on open orders, special item requests, and delivery timelines.
• Resolve issues from distributor reports and PO discrepancies.
• Maintain accurate supplier and purchasing records in the ERP system.

Prime Vendor Fill/Kill & Inventory Exception Management-20%:

• Review daily fill/kill reports and identify unfulfilled (killed) items.
• Coordinate with buyers and departments to find alternatives and communicate substitutions.
• Document recurring issues and escalate to leadership for vendor performance resolution.
• Monitor and respond to other inventory exceptions and supply disruptions as needed.

System, Data, and Compliance Support-10%:

• Support end users with ERP web requisition navigation.
• Manage product recalls using Inmar and coordinate returns and RMAs.
• Provide backup support for Omnicell replenishment activities.

Administrative & Cross-Functional Support-20%

• Assist with departmental projects and support general office duties.
• Prepare standard and ad hoc reports to support procurement and inventory initiatives.
• Attend team meetings and trainings as required.
• Performs other job-related duties as assigned.

Education and/or Experience Required:

• Education: High School Diploma or equivalent required.
• Experience: Minimum of two (2) years of purchasing, inventory management, or supply chain support experience.

Education and/or Experience Preferred:

• Education: Some college preferred.
• Experience: Experience with ERP systems (Lawson, Oracle, etc.) strongly preferred.

License and/or Certification Required:

• N/A.

Knowledge, Skills and Abilities:

Knowledge:

• Understanding of healthcare supply chain operations, including purchasing, inventory management, and vendor coordination.
• Familiarity with ERP systems such as Lawson, Oracle, or similar platforms for procurement and data entry.
• Basic knowledge of product recall processes (e.g., RASMAS) and return material authorization (RMA) procedures.
• Awareness of capital equipment lifecycle, including item master data, procurement compliance, and product support limitations.
• Understanding of the Prime Vendor Fill/Kill process and its impact on supply continuity.

Skills:

• Proficient in Microsoft Office Suite (Excel, Word, Outlook), with emphasis on data tracking and reporting.
• Strong analytical and problem-solving skills to investigate order discrepancies and supply chain interruptions.
• Effective communication and interpersonal skills to collaborate with buyers, clinicians, vendors, and system support.
• Attention to detail for accurate entry and maintenance of purchase orders and vendor information.
• Time management and organizational skills to prioritize multiple tasks in a fast-paced environment.

Abilities:

• Ability to learn and adapt to new systems and workflows quickly.
• Ability to support cross-functional needs across purchasing, receiving, and equipment replenishment.
• Ability to interpret fill/kill reports and proactively coordinate supply substitutions with buyers and departments.
• Ability to manage large datasets and support Lean initiatives and special projects with minimal supervision.
• Ability to maintain composure and professionalism while addressing urgent procurement or operational issues.