Purchasing Assistant

 
     
Position Summary: Serves as the company’s point of contact with vendors regarding payment and required paperwork. Provides general support to the Purchasing Department, primarily in the research and resolution of vendor payment issues, and the issuance of Variance Purchase Orders.
 
Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
                                      
Processes all invoices for extra work and materials (variances), validating with construction managers and acquiring required approvals.  Issues Variance Purchase Orders and approves payment.

Researches and resolves vendor invoice or purchase order issues. Maintains a running research spreadsheet logging pertinent information on the items resolution. Communicates with vendors in a timely manner regarding their concerns and escalates issues as necessary to the VP of Purchasing.

Distributes required lien waivers to vendors.

Creates and distributes cost variance reports as directed by VP of Purchasing.

Maintains vendor files with current contracts, scopes of work, insurance, etc.

Assists, as needed, in data entry for the maintenance of purchasing database.

Assists, as needed, in the setup and creation of house job budgets.

Performs other general duties within the Purchasing Department, as needed, including filing and clerical tasks.
 
Competencies: To perform the job successfully, an individual should demonstrate the following.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates ability to present information in a group setting and participates in meetings.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets personal goals and objectives.
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Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.           
 
Problem Solving - Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations.

Teamwork - Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to others' views. Gives and welcomes feedback. Puts success of team above own interests.
 
Qualifications:  
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Education/Experience:
One to two years related experience and/or training; or equivalent combination of education and experience.