Purchasing Assistant

Please note: this is a temporary position with full-time hours set to from now through TBD (end date not determined yet). Overview of Job Description:Responsible for supporting the food buyers in the Purchasing Department with various administrative tasks and expediting functions regarding food and logistics. Collaboration with vendors, freight forwarders and import brokers to support the purchase order process by coordinating the freight process of inbound materials. Manage logistics files and documentation across all data platforms.Specific Duties and Responsibilities:Work with food buyers to perform administrative functions with vendors, including weekly and regular emailing of Open PO Report, confirmation of receipt of POs, reviewing the status of POs, and updating and coordinating the status and activity of deliveries.Add container information (container # and vessel name) to open purchase orders once received.Update and communicate delays and improvements in ETA's on open purchase orders with Planning, Production and Warehouse Teams.Splitting of PO lines when there are multiple containers on a single PO, including updating ship and delivery dates.Coordinate and work with the Shipping Department to schedule pickup dates and times from local/domestic suppliers for LTL and full truckloads.ASC/Warehouse Track - Removal of discontinued (DC) items which are no longer purchased from QA hold and adding new Easter items to ASC Track QA hold for buyers to review.Payment of CTF and TMF fees.Maintain all logistics files and documentation for Pay Pier Pass for Food Containers, CTF and TMF, Master Container Log.Review container packing lists and save to H: Drive Container folder.Request semi-monthly container port-to-port shipping quotes, update log and share with President, GM and Purchasing Team.Maintain Lot Code Spreadsheet. Warehouse will advise with any changes to lot codes.Request container port-to-port shipping quotes, update log and share with Purchasing Team.Monitor and respond to Work Order Shortage Report and Planning Material Analysis according to delivery of product and notify buyer and related departments, especially Warehouse and Production, if immediate action is required.Occasionally assist in coordinating with Design room personnel for replenishment and delivery of items going into the Design Room while also documenting the Sample Log.Assist in updating food pricing for all items across all data platforms, including the discontinuation (DC) of items.Administrative functions related to item number creation/maintenance and discontinuation (DC) of items across all platforms and files (Macola, Central Pricing, New Macola Numbers Spreadsheet, etc), including CF and OS items.Set up new vendors and items across all data platforms.Assist buyers with administrative and data entry tasks.Occasionally assist with daily back up of certain files such as Central Pricing and Macola MRP.Perform other tasks/projects assigned by management.Administrative and Other Responsibilities:Confirm purchase orders are received by vendors and verifying of ETA's.Adjust and update purchase orders in coordination with food buyers and vendors.Coordinate and schedule shipping and will call orders.Assist food buyers in filing purchase orders and shipping documents electronically.Maintain files with vendor and product information.Create item numbers across all data systems.Maintain spreadsheets used in item creation.Knowledge, Skills and Abilities:Effective and clear verbal and written communication skills.Competency in Microsoft Word, Excel and Outlook.Must be a self-starter, self-motivated and disciplined.Ability to work independently and with minimal supervision.Must demonstrate problem solving skills, multi-tasking capabilities and flexibility.Must possess great attention to detail, accuracy, and organizational skills.Ability to take ownership of projects and follow up on tasks to meet and support intra and inter departmental deadlines.Ability to interact and work well with others across all departments in a fast-paced environment.Knowledge of Macola operating system is a plus.Education:High school graduate with some college preferred.Experience:Previous experience in an office environment required.Purchasing experience is a plus.Basic trafficking/logistics experience a plus.

Created: 2026-04-02