Purchasing Assistant

Summary

This role provides essential support to the Purchasing Agent, managing purchasing operations across multiple customer accounts and product brands.

Duties and Responsibilities

• The following tasks provide essential backup support to the Purchasing Agent:
• Order Processing & Data Management: Ensure data consistency and identify potential issues on Make Up Orders (MUO’s) submitted by the sales and planning teams. Process and revise Purchase Orders (PO’s) in Jesta and PLM for changes related to style, color, or delivery.
• Workflow Coordination: Track and follow up on required approvals (e.g., factory approval, FOB price, OTB threshold, LDP price) from various departments to facilitate the official processing of orders through Jesta and PLM.
• Communication & Issue Resolution: Serve as a key point of contact to extensively communicate with overseas offices and internal departments (Compliance, QC, Sales, Planning, Sourcing, Product Coordinator, Merchandising) to address and resolve various issues, including packaging inquiries.
• Document Management: Prepare and print necessary documentation, including Make Up Orders, worksheets, Buying Confirmations, and Purchase Orders.
• Administrative Support: Check and respond to incoming emails by prioritizing them based on the urgency of the matter.
• Specification Compliance: Request necessary sketch updates to align with customer specifications.
• Additional Duties
• Coordinate order booking with overseas offices following Sourcing's guidance when needed.
• Review Buying Confirmations (BC’s) to verify that delivery dates meet the deadlines set by the Sales team when needed.
• Manage order adjustments by updating for shortages, overages, delivery date changes, and cancellations.
• Assist with cross-training new employees within the department.

Qualifications:

• Associate's Degree
• 1-2 years of experience in purchasing.
• Bilingual: English/Spanish.
• Preferred Skills:
• Proficiency in Essentus, PLM, and Business Objective systems.
• Advanced proficiency in Microsoft Excel (including Pivot Tables, VLOOKUP, and report generation) and Google Docs.
• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Exceptional organizational skills and attention to detail.
• Strong analytical and problem-solving abilities.
• Ability to prioritize tasks and manage multiple projects in a fast-paced environment.
• Ability to work effectively both independently and as part of a team.