Purchasing Assistant

JOB TITLE:       Purchasing Assistant

Reports to:     Purchasing Manager and CEO

Liaises with:  Floral Department, Dispatch Department, Accounts Department, Special Events Department, Laundry Department, Inventory Department, Marketing Department, Production Department, and CEO.

Job Summary: The Purchasing and Procurement Coordinator is responsible for managing the procurement process to ensure the timely and cost-effective acquisition of goods and services. This role requires close collaboration with internal stakeholders and external vendors to maintain optimal inventory levels and support company operations. The ideal candidate is highly organized, detail-oriented, and possesses strong negotiation and communication skills.

Key Responsibilities:

Supplier Sourcing & Negotiation:

• Assist in sourcing, selecting, and negotiating with suppliers to ensure optimal pricing and quality of goods.
• Evaluate potential suppliers, maintain relationships, and address any issues or requirements.
• Maintain relationships with existing suppliers and communicate any issues or requirements.

Order Processing & Inventory Management:

• Review and process purchase requisitions and purchase orders.
• Maintain accurate records of inventory levels and track purchase orders.

Delivery & Cost Monitoring:

• Monitor and track deliveries to ensure products arrive on schedule.
• Analyze market trends and pricing, assist in negotiating contracts with suppliers.
• Track and report on purchasing trends and expenditure.

Collaboration & Communication:

• Collaborate with various departments (e.g., sales department) to understand procurement needs and provide timely assistance.
• Communicate effectively with suppliers and internal stakeholders to ensure smooth operations.

Documentation & Administrative Support:

• Maintain accurate records of purchases, including invoices, receipts, and contracts.
• File and organize procurement documents for easy access.
• Provide administrative support to the purchasing department, such as scheduling meetings, preparing reports, and assisting with presentations.

Market Research & Compliance:

• Assist in analyzing market trends, supplier capabilities, and industry developments.
• Stay informed about procurement best practices and industry regulations.
• Ensure compliance with company policies and maintain ethical standards in supplier relations.

Required Skills and Experience:

• A motivated and energetic candidate with a strong desire to achieve, grow professionally, and pursue meaningful career goals.
• 2-3 years of proven experience as a purchasing assistant or in a similar role.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication and interpersonal skills for effective collaboration.
• Proficient in using procurement software (Fusion and Got Flowers) and the MS Office suite.
• Detail-oriented with a high level of accuracy in data entry and record-keeping.
• Knowledge of procurement of best practices and industry regulations.

Qualifications:

• Degree holder, diploma, or equivalent.
• Certification in procurement or supply chain management is a plus.
• Ability to work independently as well as part of a team.
• Problem-solving skills and the ability to adapt to changing priorities.

Work Environment:

This role may require lifting and moving inventory items.

Ability to stand and walk for extended periods in a warehouse or stockroom setting.

Job Types: Full-time, Permanent

Salary Range: CI$1,800 - CI$2,500 per month, working 45 hours per week