Purchasing Assistant

StonePeak Ceramics Inc.; Itasca (IL); On-site; USD 42,000 - 60,000; Full time

Job summary

StonePeak Ceramics Inc. in Itasca, IL seeks a Purchasing Assistant (Imports) to support procurement by tracking orders and maintaining purchasing records, ensuring timely and cost-effective sourcing.

The role coordinates with suppliers, freight forwarders, and internal departments to prepare import documents, review invoices, and manage stock levels, aiming for smooth customs clearance and accurate data across systems.

Qualifications

• Associate’s degree required; logistics or related field preferred.
• 2–3 years of experience in a similar role preferred.
• Experience or familiarity with preparing customs and shipping documents preferred.
• Knowledge of shipping regulations and policies preferred.

Responsibilities

• Prepares documents to move goods through the importing process.
• Reviews paperwork and invoices to ensure fees are billed and paid correctly.
• Enters invoices for payment and coordinates with Accounting for timely payment.
• Maintains a database tracking products through the import process.
• Places purchase orders with the parent company in Italy and obtains required signatures.
• Tracks shipments with brokers and freight forwarders; coordinates with customs when needed.
• Assists with vendor evaluations and cost analyses to improve pricing.

Skills

Organizational skills

Detail oriented

Trustworthy

Team player

Initiative

Education

Associate’s degree in logistics or related field

Job description

• Strong organizational skills, detail-oriented
• Trustworthy, able to handle sensitive information
• Cooperative and friendly, willing to ask questions and take initiative in tasks
• Associate’s degree (minimum requirement), preferably in Logistics, Business Administration, or related fields. 2-3 years of experience in a similar role preferred.
• Preferred prior experience in preparing customs and shipping documents. Preferred prior knowledge of shipping regulations and policies.

The primary job task of the Purchasing Assistant (Imports) will be assisting in the procurement process by tracking orders, and maintaining purchasing records. This position plays a crucial role in ensuring timely and cost-effective procurement of products and materials based on the Company’s needs.

Essential Duties and Responsibilities

Include the following. Other duties may be assigned.

• Prepares documents and forms to move goods efficiently through the importing process.
• Reviews paperwork, invoices, and other documents to ensure shipping, handling, customs, storage, and production fees are billed and paid correctly.
• Enters invoices for payment and works closely with the Accounting Department to ensure timely payment of invoices.
• Maintains a database that tracks products through the import process.
• Monitors and examines stock and sales levels to maintain and obtain about three months of stock on all items, to allow for production and shipment time.
• Places purchase orders with the parent company in Italy, and obtains all signatures required for stock orders.
• Updates Company databases and systems with order details (production and availability dates, quantities, discounts) and communicates with Customer Service Department on product and order availability.
• Combines purchase orders to efficiently build a container, working closely with suppliers, customers, brokers, and internal departments (accounting, customer service, sales, warehouses), to ensure efficient and cost-effective orders.
• Electronically receives materials into the transitory warehouse, receiving invoices from freight forwarders and brokers, allocating the costs, and processing invoices for customer payment.
• Tracks shipments using freight forwarder and broker websites and direct contacts, and coordinates exams with brokers and US customs when necessary, while keeping internal customer service department in the know on all delays and holds.
• Assists with the claims process related to product shortages, overages, or shipping errors or delays.
• Attends vendor meetings to support the Purchasing Manager and the goals and initiatives of the Company.
• Assists with the evaluation of offers from vendors, with an end goal of improved pricing.
• Maintains familiarity with the supply chain procedures and creates and interprets cost analyses. Conducts market research to identify pricing trends.