Purchasing Assistant

BraveUS BPO; Bogotá; Presencial; COP 27.900.000 - 50.220.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Paid time off

Well-being benefits

Training opportunities

Descripción de la vacante

BraveUS is seeking a detail-oriented Purchase Order Administrator / Purchasing Assistant to support the day-to-day purchasing cycle across regions. You will coordinate with Operations, vendors, and Accounts Payable to ensure POs are complete, receipts matched, and invoices aligned with the PO.

The role emphasizes English communications (C1) with 70+ locations and offers growth potential into a Buyer role through mentorship and development.

Formación

• Advanced English proficiency (C1) is required.
• Bachelor's degree in Business Administration or Supply Chain is required.
• Minimum 1 year of relevant experience.
• Proficiency with Microsoft Excel and Word.

Responsabilidades

• Support PO processing and reconciliation across sites.
• Coordinate with AP to ensure complete PO documentation.
• Communicate in English with vendors and sites.
• Close out POs with proper receipts and documentation.

Conocimientos

English - C1

Communication skills

Detail-oriented

Team player

Educación

Bachelor's degree in Business Administration or Supply Chain

Herramientas

Microsoft Excel

Microsoft Word

Descripción del empleo

At BraveUS, we pride ourselves on operational excellence and strong internal collaboration. As a Purchase Order Administrator / Purchasing Assistant, you will play a key role in ensuring that the goods and services our teams need are accurately documented and processed so operations run efficiently. You'll be responsible for delivering high-quality procurement support that aligns with stakeholder requirements and company standards. If you're detail-oriented, proactive, and an effective communicator, we want to hear from you.

About the Role

The Purchase Order Administrator / Purchasing Assistant supports the day-to-day purchasing cycle across multiple regions and countries. It is a coordination role at the center of Operations, vendors, and Accounts Payable: clarifying what teams ordered, confirming what sites received, matching vendor invoices and supporting documents to the PO, and chasing discrepancies during full PO closure in accordance with internal control requirements. This role requires level C1 English proficiency.

The objective of this role is internal control enabling effective operations so cargo continues to move efficiently throughout the world. Every PO must be receipted at the site, matched to vendor communication and documentation, exception-cleared, and formally closed. Incomplete receiving, unmatched spend, parked invoices, and undocumented vendor activity are the exact gaps this role closes. This role protects the three-way / two-way match.

The work of the PO Administrator / Purchasing Assistant largely begins after our Buyers cut POs and mainly involves supporting Buyers with receipting, documentation, exception research, and close-out so operations remain efficient, AP can pay from a complete file, and Finance can rely on open-PO and accrual balances.

This is not a Buyer role. In this role, you will support our Buyers and have the opportunity to be mentored and developed into a Buyer if you perform consistently and reliably over an extended development period learning our international business.

Key Responsibilities

Purchase requisition review and purchase order processing support

• Review incoming requisition and PO packets for completeness: vendor, site, item or service description, quantity, UOM, price, GL or coding, requested delivery date, and supporting backup.
• Flag incomplete or inconsistent packets to the requester or buyer before the PO becomes an exception later.
• Support PO revisions and change orders.
• Own an assigned portfolio of open POs.
• Track a status on every aged item: waiting on site receipt, waiting on vendor invoice, waiting on credit, variance in approval, cancel remaining, or ready to close.
• Prepare status updates for Procurement, AP, and site leads. Surface blockers early, not at month-end.

Receiving support and issue resolution with sites

• Communicate at C1-level English with 70+ locations directly to confirm receipt of goods and services against the PO.
• Ensure receipts are posted to the correct PO number, line, quantity, and date. Stop receive-all without verification.
• Collect and file packing slips, bills of lading, signed delivery tickets, gate passes, and service completion emails.
• Work partial receipts until remaining quantity is received, cancelled, or short-closed with a written reason from the site.
• Resolve receiving issues before close-out: short ship, over-receipt, damaged goods, wrong item, service not performed, or receipt posted to the wrong PO.
• Identify sites with chronic late or incomplete receipting and report the pattern, with examples, to leadership.

Invoice exception research and resolution support

• Research why an invoice cannot match: no PO, wrong PO, no receipt, quantity variance, price variance, tax or freight mismatch, duplicate invoice, missing credit memo, or incomplete backup.
• Coordinate with AP so invoices are not left parked against open POs that lack a valid receipt or supporting document.
• Request corrected invoices or credit memos from the vendor when the document does not match the PO or the receipt.
• Support two-way or three-way match according to policy. Route out-of-tolerance items for approval with a clear explanation of the difference.
• Help AP and Finance support month-end receipted-not-invoiced and invoiced-not-received populations so accruals are supportable.

Vendor communication, matching, and documentation

• Match vendor invoices, credit memos, packing lists, statements, and email threads to the PO at line level.
• Contact vendors in English (C1) for missing invoices, proof of delivery, revised documents, credit memos, and statement discrepancies. Keep the thread tied to the PO number.
• Reconcile vendor statements to open POs and AP holds. Separate we never received this from the site received it and never receipted it.
• Log every material vendor and site contact: date, person, request, and outcome. The file must explain the close-out without relying on memory.

PO close-out and residual-balance control

• Close a PO only when receiving is confirmed, vendor documentation is complete and matched, variances are approved, and leftover quantity or dollars are dispositioned.
• Identify stale POs, duplicates, no-activity POs, and POs with residual pennies or stranded freight lines and clear them with a documented decision.

Build Operations relationships across supported sites

• Be the consistent and reliable follow-up contact for assigned sites. Receivers should know who to send packing slips and completion confirmations to.
• Collaborate across Operations, Procurement, and Accounts Payable to ensure procurement operations are properly supported and sustain optimal efficiency and effectiveness. Stay with each discrepancy until it is closed, not until an email has been sent.
• Provide month-end support for open PO, GR/IR, and accrual reviews.

Education & Experience

• Advanced English proficiency, both verbal and written (C1), is required. No exceptions.
• Bachelor's degree in Business Administration, Supply Chain, or a related field.
• Minimum 1 year of relevant experience.

Technical & Soft Skills

• Proficiency in Microsoft Excel and Word.
• Strong communication skills. Advanced English proficiency, both verbal and written (C1). Team player with the ability to collaborate across departments.
• Detail-oriented and capable of managing multiple priorities in a fast-paced environment.
• Experience with procurement is an asset.

Why Join BraveUS?

• Fair rewards: A competitive compensation package recognizing your impact.
• Continuous learning: Opportunities to grow through training and exposure to procurement best practices.
• Supportive leadership: Guidance and flexibility to help you succeed in your role.
• Inclusive environment: A team-oriented culture that values diverse perspectives.
• Work-life balance: Paid time off and well-being benefits designed with you in mind.