Purchasing Assistant

Job Summary:

We are seeking a highly organized and detail-oriented Purchasing Assistant & Logistics Coordinator to manage our daily procurement activities and coordinate inbound shipments originating from overseas, within Canada & USA. In this role, you will be responsible for creating purchase orders, tracking vendor deliveries, arranging freight transportation, and ensuring inventory accuracy. The ideal candidate thrives in a fast-paced environment, possesses strong negotiation skills, and excels at solving logistical challenges to minimize supply chain disruptions.

Core Responsibilities:

Procurement & Purchasing Support:

• Process Requisitions : Review internal purchase requests and verify material specifications and quantities.
• Generate Purchase Orders : Create, issue, and track POs within the SAP ERP software system.
• Vendor Management : Maintain daily communication with vendors to confirm order status, pricing, and ship dates.
• Invoice Reconciliation : Match supplier invoices against purchase orders and receiving logs before forwarding to accounts payable.
• Landed Cost Calculation : Calculate total landed costs for international and domestic shipments by factoring in FOB price, freight, customs duties, insurance, and local delivery fees.

Logistics & Freight Coordination:

• Arrange Shipments : Coordinate land, sea, and air freight transportation with third-party logistics providers (3PLs) and carriers.
• Logistics Coordination : Coordinate with freight forwarders and customs brokers to secure shipping quotes and ensure accurate tariff classifications (HS codes).
• Shipping Documentation : Ensure all shipments have required documentation such as bills of lading (BOL), commercial invoices, customs paperwork, and international shipping labels referencing PO #s.
• Track Inbound Deliveries : Monitor shipments from origin to destination and proactively resolve transport delays or routing issues.
• Freight Audit : Review carrier freight bills to verify correct freight classifications and rate agreements.

Inventory Control & Warehouse Liaison:

• Monitor Stock Levels : Track inventory counts and identify replenishment thresholds based on production timelines or sales data.
• Verify Receipts : Collaborate with warehouse staff to confirm that incoming goods match the purchase orders without shortages or damage.
• System Data Entry : Keep internal databases, master price lists, and inventory systems updated with real-time order data.
• Discrepancy Resolution : File claims with carriers or vendors regarding transit damage, incorrect items, or supply non-conformance.

Database Maintenance:

• Monitoring Quality & Policies : Maintenance of formulated company-wide rules for data collection, storage, sharing and disposition. Conduct routine audits to identify and fix errors, ensuring data remains reliable.
• Analysis : Analyze historical sales trends and seasonal patterns to assist the team in generating inventory demand forecasts.

Other:

• Office kitchen clean‑up in the mornings and end of day.

Education, Skills, and Qualifications:

Required:

• Experience : Minimum 2 years of experience in a purchasing, inventory control, logistics coordination or a collaborative role supporting a demand planner.
• Education : High school diploma required.
• Technical Skills : Solid experience with Microsoft Excel (VLOOKUPs, pivot tables and formulas).
• Communication : Strong interpersonal skills with excellent verbal and written skills to negotiate terms with vendors and handle customer issues professionally.
• Detail‑Oriented : High level of accuracy in data entry and verification of extensive documentation, mass database management.
• Financial & Analytical Acumen : Strong ability to interpret historical sales data, recognize seasonal trends and translate data sets into actionable purchasing patterns.

Preferred:

• Professional certifications such as Certified Supply Chain Professional (CSCP) or equivalent work experience.
• Associate's degree in Supply Chain and Logistics or equivalent work experience.
• Knowledge : Strong understanding of global logistics, Incoterms (e.g., FOB, EXW, DDP), good understanding of tariff classifications and HS codes and how these terms and currency fluctuations impact total product cost.
• Proficiency in SAP B1 ERP software and basic knowledge of SAP B1 SQL queries would be an asset.

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