Procurement Assistant

Interplace, Inc.; Los Angeles (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading company in the procurement industry is seeking a Purchasing Specialist to streamline purchasing operations and enhance supplier relationships. The ideal candidate will be responsible for managing RFQs, issuing purchase orders, and ensuring compliance with export regulations. This role requires excellent communication skills and a strong understanding of purchasing processes.

Qualifications

• Experience in purchasing and supply chain management.
• Strong verbal and written communication skills.
• Proven ability to negotiate with vendors and manage multiple priorities.

Responsibilities

• Manage RFQs and vendor quotations, ensuring accuracy.
• Issue purchase orders promptly and track supplier shipping schedules.
• Communicate with customers and negotiate with vendors on pricing.

Skills

Negotiation

Communication

Time Management

Job description

Essential Job Functions

PURCHASING

• Manage RFQ from customers, examine vendor quotations for accuracy, and provide timely quotations and necessary documents.
• Determine if export licenses are required for orders, apply for them, and manage the process until completion.
• Issue purchase orders (PO) promptly based on vendor and company quotations, Long Term Agreements (LTA), Memorandums of Understanding (MOU), customer POs, production plans, and inventory data.
• Sign and save PO confirmations when there are no discrepancies between PO, EDI PO, and EDI quote; report discrepancies to the group leader and resolve issues before issuing the PO.
• Obtain order forecasts from customers and relay them to suppliers.
• Proactively track supplier shipping schedules to prevent delays.
• Communicate with customers and negotiate with vendors regarding quality, delivery, development, and pricing.
• Arrange visits or conference calls with suppliers and customers to discuss urgent issues.
• Flow down customer claims to vendors and ensure timely resolution.
• Research new suppliers and products to meet customer requirements.
• Propose alternative acceptable options to customers if requested items are obsolete.
• Request and review Technical Data Sheets (TDS), Safety Data Sheets (SDS), and catalogs.
• Verify Export Control Classification Numbers (ECCN) with suppliers to ensure compliance with export regulations.
• Send Sales Order Acknowledgments (SOA) to customers and obtain PO Acknowledgments (POA) from suppliers.
• Manage and review POs for price changes, discrepancies, and status updates.
• Follow up daily with suppliers and customers on open actions, providing reports to the customer.
• Assign RFQs to team members as needed.

RECEIVING & SHIPPING

• Receive and verify shipping documents against POs.
• Record receiving notes and documents from freight forwarders.
• Determine UN or ID numbers for hazardous materials.
• Create discrepancy reports and return notes; coordinate non-conforming material returns.
• Maintain organized records for invoicing and documentation.
• Follow up on Certificates of Conformance (COC), invoices, and credits from suppliers.
• Coordinate shipments per customer instructions, aiming for cost efficiency.
• Calculate inland freight charges and other costs.
• Prepare Shipper’s Declarations for hazardous shipments.
• Arrange shipments in compliance with export regulations.
• Create and send sales invoices and credits.
• Follow up on vendor, trucking, and freight invoices, resolving discrepancies with approval from the group leader.
• Provide rate estimates to customers as needed.
• Communicate with vendors, freight forwarders, and customers to perform these tasks.
• Conduct monthly inventory checks, report discrepancies, and seek instructions from the group leader.

OTHER & MISCELLANEOUS

• Collect data and prepare presentations as required.
• Provide weekly inventory reports to customers.
• Perform special projects and other duties assigned by the group leader or management.
• Train temporary employees as needed.
• Maintain high ethical standards and adhere to company policies and regulations.
• Report irregularities or issues to the group leader or higher management.
• Maintain good communication with management, staff, and external contacts.
• Ensure a clean and safe working environment.
• Continuously seek improvements for efficiency and cost reduction.
• Organize and file documents systematically.
• Assist management, the group leader, and the Accounting Department as required.
• Enter and update data in internal systems to support all tasks.