Job Summary
The Purchasing Assistant is responsible for processing purchase orders, supplier communication, providing complete and accurate purchasing transactions, and maintaining accurate purchasing records. A successful Purchasing Assistant should have strong organizational skills, attention to detail, and the ability to handle multiple tasks efficiently.
Job Duties - Responsibilities – Tasks
- Prepare and issue purchase orders based on inventory needs and paper or electronic requisition requests.
- Verify order details, including product specifications, quantities, pricing, general ledger code, work order number, ship to location, and tax district.
- Communicate with suppliers to obtain price quotes, delivery timelines, and product availability.
- Maintain strong relationships with existing suppliers and assist in sourcing new ones when necessary.
- Maintain accurate records of all purchasing activities, including purchase orders, invoices, and shipping documents. Ensure that all paperwork is filed correctly and stored for future reference.
- Create bid requests for special equipment and project inventory from vendors.
- Serve as liaison between Engineering and supplier to confirm transformer quotes meet company standards.
- Coordinate with the warehouse team to confirm the receipt of goods.
- Assist the Purchasing Manager in evaluating supplier performance based on quality, pricing and delivery.
- Ensure that all procurement activities comply with company policies, industry regulations, and applicable laws.
- Prepare documentation for audits and maintain compliance records.
- Determine that all invoices processed for payment have been properly authorized and approved and that all supporting documentation is attached.
- Send approved invoices daily to AP to ensure cash discounts are applied and that late fees are not accumulated.
- Create new vendor profiles. Collects W9, contact information and any supporting documents.
- Provide general administrative support, such as answering phones and responding to email inquiries.
- Assist in the Asset Recovery program to ensure the most effective disposals of surplus and obsolete equipment.
General
- Assist IT with troubleshooting software problems.
- Work closely with Fleet Manager to maintain an accurate vehicle list, register all heavy weight vehicles, and file annual vehicle tag renewal with the state.
- Coordinate with Facility Maintenance Coordinator & Operations Supervisors to develop a sealed bid list.
- Lead by example in safety compliance and take corrective action on safety violations, defective equipment, and any other practice that may adversely affect a safe working environment.
- Keep informed regarding new developments, trends, and best practices in relevant field. Recommend changes, initiatives, etc. to management for effective processes and procedures within the company.
- Keep apprised of changes and developments in pertinent local, State and Federal laws, ordinances and rules, and take appropriate action to stay in compliance with said rules, regulations, etc.
- Develop and maintain internal and external working relationships for maximum effectiveness in serving Midwest Energy customers and communities. Ensure communication and exchange of information so as to present a positive corporate image, both internally and externally. Keep management informed of issues that might impact the work environment.
- Work on special projects as directed.
Education and Experience
- Bachelor’s degree in supply chain management, business analytics, or a related field is preferred.
- High school graduate or equivalent required.
- Two years of experience in inventory management, warehouse operations, logistics or related field preferred.
Key Competencies
- Effective teamwork skills to work in a cross-functional environment.
- Demonstrated proficiency in verbal and written communication to correspond with co-workers, MWE leadership and managers, suppliers and sales representatives.
- Demonstrated experience/knowledge in Microsoft Office software programs.
- Ability to organize work to proactively meet deadlines.
- Must pay close attention to details to ensure accuracy on purchase orders.
- Ability to build trust and maintain uncompromising integrity.
- Excellent time management skills with the ability to manage multiple tasks.
Posting Close Date: December 6, 2024
Equal Opportunity Employer
