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About the Role

The Purchasing Assistant provides administrative and operational support to the Purchasing Manager and purchasing team. This role helps maintain accurate product, pricing, vendor, and purchasing information, follows up on orders and availability, and coordinates with various departments to support product availability, quality, and service. The ideal candidate is organized, detail-oriented, responsive, and comfortable working in a fast-paced food distribution environment.

Responsibilities

Assist with preparing, entering, updating, and maintaining purchase orders and related purchasing records.
Communicate with vendors regarding pricing, product availability, order status, substitutions, delivery schedules, and discrepancies.
Maintain accurate product costs, vendor information, item details, and purchasing documentation in company systems.
Monitor open purchase orders and follow up on late, short, damaged, substituted, or incomplete shipments.
Support the Purchasing Manager with inventory review, product availability, fill-rate needs, and shortage prevention.
Gather and share market, pricing, availability, and product information with sales and other internal teams.
Assist with product sourcing and special-order requests following established approval and purchasing procedures.
Research and help resolve invoice, receiving, quantity, cost, and vendor discrepancies in coordination with accounting and warehouse personnel.
Prepare routine purchasing reports, spreadsheets, price lists, and other administrative materials.
Maintain organized electronic and paper files for purchase orders, vendor documents, product specifications, and related records.
Coordinate closely with warehouse, operations, transportation, sales, and customer service to support timely product flow and customer needs.
Provide coverage and general administrative support to the Purchasing Manager and purchasing department.
Follow company food-safety, traceability, confidentiality, and recordkeeping requirements.
Perform other duties as assigned based on business needs.

Requirements

High school diploma or GED required.
Previous experience in purchasing, procurement support, inventory, foodservice distribution, data entry, or a related administrative role preferred.
Strong attention to detail and the ability to maintain accurate product, pricing, and vendor information.
Proficiency with Microsoft Outlook, Excel, and Word.
Strong written and verbal communication skills and the ability to follow up professionally with vendors and internal teams.
Ability to prioritize multiple requests, meet deadlines, and adapt to changing product and operational needs.
Basic mathematical, analytical, and problem-solving skills.
Foodservice, produce, specialty-food, restaurant, or distribution-industry knowledge is preferred.
Bilingual English/Spanish skills are a plus but not required.

Skills

Microsoft Outlook
Microsoft Excel
Microsoft Word
Produce Pro or similar ERP/purchasing system
Written communication
Verbal communication
Attention to detail
Organization
Follow-through
Sense of urgency
Responsiveness
Vendor customer service
Internal customer service
Problem-solving
Sound judgment
Integrity
Confidentiality
Mathematical skills
Analytical skills

Location

Office setting

Work Type

Full-time

Experience Level

Preferred experience in purchasing, procurement support, inventory, foodservice distribution, data entry, or a related administrative role.

Education Level

High school diploma or GED required
Associate degree or relevant coursework in business, supply chain, purchasing, or a related field preferred