Purchasing Assistant

olddominiongroup; Midlothian (VA); On-site; USD 40,000 - 55,000; Full time

Job summary

olddominiongroup in Virginia seeks a Purchasing Assistant to process purchase orders, manage vendor records, and communicate with internal and external customers. You will ensure accurate order entry and maintain detailed records while supporting accounts payable.

The ideal candidate will have strong Microsoft Office skills, exceptional organizational abilities, and at least 3 years of related experience. This role requires adaptability and time management skills to meet tight deadlines.

Qualifications

• 3 years of related administrative or clerical experience, or 1 year of accounts payable or purchasing experience.
• Ability to manage multiple tasks and meet deadlines effectively.
• Ability to pass criminal and financial background checks.

Responsibilities

• Process purchase orders and enter them into the ERP system.
• Update vendor records and monitor existing orders.
• Handle administrative tasks supporting the purchasing team.

Skills

Microsoft Office Proficiency

Organizational Skills

Time Management

Communication Skills

Education

High School Diploma or GED

Associate or Bachelor's Degree Preferred

Job description

The Purchasing Assistant are responsible for processing purchase orders, including but not limited to, entering purchase orders, reconciling, routing, and posting approved invoices, and responding to inquiries from internal and external customers. The Purchasing Assistant must collaborate effectively, while managing multiple tasks and tight deadlines.

Major Duties and Responsibilities

The duties and responsibilities are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing and other duties will be assigned based on the position’s role within the business unit.

• Enters purchase orders into the ERP.
• Updates and creates vendor records in the system.
• Monitors existing orders and communicates with relevant stakeholders.
• Creates and maintains detailed records.
• Identifies and inputs incomplete information from invoices such as job number, phase code, and cost code.
• Handles filing and other administrative tasks in support of the purchasing and accounts payable teams.
• Researches and responds to vendor and customer inquiries.
• Applies knowledge of procure to pay processes and related systems to assist in identifying and resolving standard/routine issues. Seeks guidance from supervisor and internal subject matter experts concerning non-standard or complex issues outside their scope of work.
• Verify buyout agreed cost when creating purchase orders.
• Train new hires on system and daily process.
• Other duties as assigned.

Qualifications

• High school diploma or GED. Associate or bachelor’s degree preferred.
• At least 3 years of related administrative or clerical experience; or
• At least 1 year of accounts payable or purchasing experience (preferably within the construction industry).
• Any similar combination of education and experience as listed above.
• Proficient using a computer and Microsoft Office (Outlook, Word, Excel, etc.)
• Demonstrated ability to effectively manage multiple projects and tasks at one time.
• Demonstrated ability to communicate effectively verbally and in writing with customers, vendors, managers, and colleagues.
• Ability to identify and meet customers’ expectations and requirements.
• Exceptional organizational skills and attention to detail with a focus on error prevention.
• Strong time management skills.
• Ability to understand and follow standard operating policies and procedures.
• Ability to prioritize and manage multiple tasks, changing priorities as necessary.
• Ability to work under time pressure and adapt to changing requirements in a positive and constructive manner.
• Ability to pass criminal and financial background checks.

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Able to walk, sit, stand, bend, kneel, stretch, squat and climb.
• Able to see, talk and hear in person, via phone and/or through online/video.
• Able to use hands and fingers in a manner that allows for use of a keyboard and phone.
• Able to lift & carry items up to 15 lbs.

Note: Offers will be made based on candidates' qualifications relevant to the position.

Equal Employment Opportunity Statement

ODG is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.