A purchasing assistant works in the purchasing department of a commercial or retail establishment, helping senior buyers or buyers make decisions and performing administrative and data entry tasks. A high school education is typically required, and attention to detail and customer service skills are important. The role can lead to advancement to a buyer position.
A purchasing assistant is an individual who works in the purchasing department of a commercial or retail establishment. This person can help senior buyers or buyers make decisions about what to do, although most people in this position work more on the administrative and data entry side. Some will also serve as a point of contact between the purchasing department and the manufacturers or companies from whom the items are purchased. It is important for anyone wanting to work as a purchasing assistant to have a keen attention to detail and the ability to understand complex reports, purchase orders and invoices.
Typically, there aren’t many specific education requirements to become a purchasing assistant. Most people will have at least a high school education and possibly an associate’s or bachelor’s degree in business or accounting, although most companies don’t require this and are willing to provide on-the-job training for this entry-level position. People who want to work as a buyer or buyer usually start here as a purchasing assistant and work their way up after a few months or years in the role, depending on the size of the company.
Administrative work and data entry are often the biggest aspect of a purchasing assistant’s job. When the senior buyer makes decisions about what to buy for the company and when, this information can be provided to the purchasing assistant responsible for taking the order and possibly even placing it. For this reason, excellent attention to detail is required to avoid costly mistakes. On a weekly or monthly basis, the assistant can be responsible for preparing detailed purchase reports and ensuring that invoices are prepared and distributed as needed.
It is also important for a purchasing assistant to be able to provide good customer service, as he or she is the one contacted by manufacturers or outside contractors. While your superiors are likely to be the ones writing contracts, the assistant may be the one submitting them and ensuring they are properly completed and signed, so it’s important to develop positive relationships with manufacturers or contractors. In addition to these regular duties, a purchasing assistant may also need to provide general office support such as answering phones, filing and operating various pieces of office technology such as fax machines.
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