Purchasing Assistant

Max Distributing; Little Rock (AR); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) with employer contribution

Paid time off and holidays

Short‑/Long‑Term Disability

Job summary

Max Distributing is seeking a detailed and proactive Operations and Vendor Support professional for our Little Rock team. You will manage purchase orders, track inventory, coordinate with vendors, and support internal sales with accurate data and timely communications.

The role involves handling ERP-based product setup, distribution forms, and regular updates to the sales team. Occasional travel to tradeshows may be required as part of cross-functional collaboration and event support.

Qualifications

• Proactive mindset and team orientation are essential.
• Strong written and verbal communication across teams is required.
• Must be highly organized with the ability to manage multiple priorities.
• Proficiency in Excel is preferred; willingness to learn is expected.

Responsibilities

• Submit purchase orders from the daily watch list and review distribution potential.
• Pull daily inventory and PO reports from Company ERP Software; submit orders via forms.
• Coordinate vendor setup and communicate BOL/tracking info; share open PO status thrice weekly.
• Assist with product setup and maintenance in ERP; ship samples to sales teams when needed.
• Support sales by analyzing trends and assisting planogram development.
• Coordinate shipments for tradeshows and travel to up to two events yearly.
• Provide cross-functional support to call center with timely product updates and assist special projects.

Skills

Proactive mindset

Strong written and verbal comms

Highly organized

Excel proficiency

Negotiation

Team collaboration

Tools

ERP Software

Job description

We are seeking a highly organized, detail‑oriented, and proactive individual to join our team in a cross‑functional operations and vendor support role. This position plays an essential role in purchasing, inventory management, vendor coordination, and internal sales support. The ideal candidate thrives in a fast‑paced environment, communicates professionally across teams, and is comfortable managing multiple priorities simultaneously.

Primary Responsibilities

Purchase Orders (POs)

• Submit purchase orders for identified products from the daily watch list
• Conduct warehouse walk‑throughs or review potential product distributions prior to submitting purchase orders

Reporting and Inventory Management

• Pull daily inventory and open PO reports from Company ERP Software
• Submit orders received via Distribution Forms
• Review, document, and report daily issues impacting inventory levels or order fulfillment

Vendor and Order Management

• Communicate daily with vendors to obtain Bills of Lading (BOL) and tracking information
• Provide open PO status updates to the sales team three times per week (Monday, Wednesday, Friday)
• Process vendor setup documentation for new vendor opportunities
• Communicate vendor out‑of‑stock notifications to key stakeholders on a weekly basis
• Manage vendor credits related to expired or out‑of‑code products

Product and Sales Support

• Manage product setup and maintenance within Company ERP Software
• Ship product samples to sales teams or customers as requested
• Coordinate new item communications with sales teams and vendors
• Liaise with the warehouse to resolve receiving discrepancies and confirm daily product receipts
• Update the product catalog monthly in collaboration with Marketing and IT to ensure website accuracy

Sales Analysis and Merchandising

• Review sales trends across key categories using internal reporting tools
• Support planogram development by sourcing required products or materials

Event and Tradeshow Support

• Coordinate the shipment of products and support materials for tradeshows and events
• Travel to and support up to two industry tradeshows annually (potential locations include Chicago, Las Vegas, Miami, Atlanta, and New York)

Cross‑Functional Collaboration

• Provide support to the call center by sharing timely product and inventory updates when needed
• Assist with product force‑outs and special projects as required

Key Qualifications

• Proactive mindset with a positive, team‑oriented attitude
• Strong written and verbal communication skills with the ability to engage professionally with internal teams and external vendors
• Highly organized and detail‑oriented with the ability to manage multiple responsibilities
• Proficient in Excel or willing to learn quickly
• Confident, adaptable, and comfortable wearing multiple hats
• Ability to negotiate effectively when required

Preferred Attributes

• Experience supporting sales teams and/or operations in a fast‑paced environment
• Willingness to collaborate with cross‑functional partners including Sales, Marketing, IT, and Warehouse Operations
• Flexibility to travel up to 20% to support tradeshows and customer events

Why Work Here

• Competitive compensation

• Health, dental, and vision insurance

• Short-Term Disability

• Long-Term Disability

• 401(k) with employer contribution

• Paid time off and holidays

• Stable, supportive, and growth-oriented work environment