Purchasing Assistant

QUICK USA; Flower Mound (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

QUICK USA in Houston, TX seeks a Purchasing Assistant to manage vendor relationships, monitor inventory and issue purchase orders. You will coordinate deliveries and address shipment issues to ensure timely fulfillment of orders.

You will also help ensure FDA/USDA compliance for food products, assist with inventory counts and invoicing, and support product research with the Sales/Warehouse teams. Strong organization and MS Office skills are essential.

Qualifications

• Strong organization skills and attention to detail.
• Basic mathematical knowledge such as markups, discounts, counting inventory, weight and measurement conversions.
• Excellent communication, interpersonal, customer service and problem-solving skills.
• Proficiency in Microsoft Office including Excel, Word and Outlook.
• Knowledge of Microsoft Business Central and ERP systems preferred.
• Knowledge of Japanese foods and liquors preferred.

Responsibilities

• Assist with vendor relationships by negotiating prices and contracts.
• Monitor inventory levels and create purchasing plans based on order volume, assortment and lead time for products.
• Issue purchase orders to domestic vendors.
• Coordinate and schedule deliveries, handle shipment issues and escalate as needed.
• Answer questions regarding products, shipping schedules, item status, inventory discrepancies and substitutes.
• Ensure FDA and USDA compliance for food products.

Skills

Strong organization skills

Attention to detail

Communication skills

Problem-solving

Basic math knowledge

Tools

Microsoft Office

Excel

Word

Outlook

Microsoft Business Central

ERP systems

Job description

Basic Information

• Job Title: Purchasing Assistant

• Department: Office

• Reports to: Assistant Purchasing

• Location: Houston, TX 77073

• Scheduled work hours: M-F: 9AM – 6PM; 1 hr. lunch. OT may apply

Essential Job Functions

• Assist with managing relationships with domestic vendors by negotiating prices and contracts, and building and maintaining vendor relationships.

• Monitor and analyze daily inventory levels and create purchasing plans based on order volume, assortment and lead time for products.

• Issue purchase orders to domestic vendors.

• Assist in scheduling deliveries, handling shipment issues, ensuring timely fulfillment of orders and escalating issues to management when needed.

• Answer questions regarding products, shipping schedules, item status, inventory discrepancies and substitute items.

• Ensure food products comply with FDA and USDA regulation standards.

• Assist with food safety-related issues and work with the Sales Department to handle customer returns and complaints; escalation issues to management when needed.

• Assist in setting up stock numbers for new items and products.

• Coordinate with the Warehouse Department to inspect received products for damage, verify quantity accuracy, document findings and report issues to management.

• Collaborate with the Sales and Warehouse departments to identify customer needs and preferences; support product research and development for the branch by tasting and evaluating sample products.

• Conduct inventory checks when discrepancies arise in the warehouse inventory.

• Process receipts and invoices for payment to the accounting department.

• Coordinate and attend semiannual inventory count on designated day, possibly on a weekend.

• Attend Company events and functions outside of normal working hours.

• Perform other duties as assigned.

• Obligation to answer all management as requested.

Physical Requirements & Working Conditions

• Ability to sit and work in an office setting for an extended period.

• Ability to type and use a computer for extended period.

• Ability to talk, hear, walk, stand, reach, bend, kneel, and lift and/or move up to 25 pounds occasionally.

• Working Conditions:

  • Noise Level: Normal to loud

  • Location: Indoors

Other Requirements

• Demonstrate strong organization skills and attention to detail.
• Possess basic mathematical knowledge such as markups, discounts, counting inventory, weight and measurement conversions, combining, etc.
• Strong communication, interpersonal, customer service and problem-solving skills.
• Basic proficiency in Microsoft Office including Excel, Word and Outlook.
• Knowledge of Microsoft Business Central and ERP systems preferred.
• Knowledge of Japanese foods and liquors preferred.