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Purchasing Assistant (Richmond Hill)

POSITION DESCRIPTION – Purchasing assistant (Richmond Hill)

Position Title: Purchasing assistant
Date: January 1, 2015
Reports To: Purchasing Manager – Richmond Hill yard
Department: Purchasing – Richmond Hill yard
Positions you supervise: None
Number You Directly Supervise: 0

Working Hours:

  • 8:00 am – 5:00 pm Monday to Friday

Summary of Work Environment and Work Performed:

The Purchasing Assistant is responsible for placing purchase orders with our suppliers as well as updating and maintaining product item records in our inventory system. He/She will provide product information to our sales team as necessary including availability of product and maintain a list of costs for inventory which can be accessed by our sales manager and other managers for use in quoting sales prospects. The purchasing assistant will also co-ordinate the shipment of certain key inventory items with our suppliers and provide information on the status of shipments and deliveries with the sales team as required.  He/She will work together with members of the sales team as well as customer service and shipping personnel to ensure a high level of overall service to our customers. In general, the successful applicant will ensure that inventory is received in a timely manner as appropriate for sales orders and that the product information in our computer system is accurate and up to date.  Purchasing experience and proven success in dealing with people will be important considerations for anyone applying for this position

Primary duties also include maintaining the inventory system in our computer as well as the files of current and previous sales orders which he/she is involved in. Releasing shipments of direct ship materials from Hanson Brick and co-ordinating purchases and pick-up of inventory from Cultured Stone.  Obtaining quotes from suppliers for custom material and obtaining samples from suppliers where necessary. Communicating with members of the sales team regarding product information including lead-time, availability and list pricing.

Specific Duties:

Daily duties:

  • Generate purchase orders
  • Answer enquiries from sales people and order desk regarding product availability and/or cost
  • Obtain quotes from suppliers as required
  • Co-ordinate deliveries of direct/drop ship brick and stone
  • Co-ordinate pick ups of material from our suppliers
  • Communicate information to our shipping department regarding purchase orders and product ready to pick up
  • Input sales orders from sub-dealers into the computer
  • Communicate with certain customers as to the status of their orders

When Required:

  • Input sales orders into the computer
  • Update records for product cost and pricing in our system
  • Update records for Canada Customs compliance (such as NAFTA certificates)
  • Attend training and product knowledge seminars (usually during business hours)
  • Attend industry events (may be outside business hours)
  • Help with physical inventory counting at fiscal year end

Desired Outcomes or Results:

  • Increase effectiveness of sales department by providing timely and accurate information
  • Products are shipped and/or received when required by us or our customers
  • Information in our computer system is accurate and up to date
  • Instances of lost sales due to “stock outs” is decreased
  • Inventory turns are increased due to products being ordered on time and in efficient quantities

Skills Required:

  • Attention to detail
  • Ability to communicate clearly and deal with people in cordial manner
  • Ability to deal with many tasks at the same time
  • A complete and detailed knowledge of all the products we carry
  • Organizational ability
  • Working knowledge of commonly used computer programs (eg. MS Word and Excel) for doing quotations etc.
  • Negotiation skills

 

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