Purchasing Assistant - FF&E

Job Description

Company: Guest Supply
Location: US-TN-Memphis
Zip Code: 08873
Minimum Level of Education: High School or Equivalent
Minimum Years of Experience: 2
Position Type:
Travel Percentage: 0

 

More information about this job:

 

“POSITION SUMMARY”

The Purchasing Assistant provides administrative support to the FF&E Buyers with expediting orders, follow up and invoice reconciliation.  Provides back up as needed to FF&E Buyers and Director, Sales and assist Project teams with new construction and renovation projects, upon request.

 

 

“PRIMARY RESPONSIBILITIES”

(ESSENTIAL FUNCTIONS)

  • Expedite FF&E Purchase Orders (POs) and/or change orders to insure vendor receipt and delivery is within requested lead time.  Confirm acknowledgments sent back from Vendors. 
  • Prepare Expediting Report and send to Vendor to obtain updated ETA’s on open POs.  Update POs with correct ETAs, if necessary.  Follow up and verify shipment date and regularly communicate updates or delays to Buyers and TMs. 
  • Review Expediting Report to make sure all invoices are matched correctly and if not, request late or missing invoices from Vendors or work with Account Payable Department to resolve any discrepancies.  Inform Buyers of any invoice issues.
  • Assist FF&E Project teams as directed by Senior Project Manager with design specifications, requests for pricing and general administrative duties for new construction and renovation projects.
  • Respond to Sales requests for shipment information on open orders and other requests for information from Vendors.
  • Answer inquiries from Customer Service, Vendors, Buyers and Territory Managers regarding ETA’s, back orders and price quotes.
  • Assist FF&E Buyers with PeopleSoft maintenance relating to item number set-up and pricing changes. 
  • Serve as back up for Buyers during absences/ PTO time. 

 

“QUALIFICATIONS”

MINIMUM EDUCATION, INCLUDING DEGREES & CERTIFICATIONS:  

  • High School diploma or GED required.  College degree preferred.  

 

MINIMUM EXPERIENCE (YEARS & TYPE OF EXPERIENCE):

  • 2-4 years’ experience in purchasing preferred. 

 

 

SKILLS & ABILITIES (TYPE & PROFICIENCY)

•  Excellent communication (verbal and written), interpersonal and professional interactive skills are necessary to perform at a high degree of proficiency.  Ability to effectively present information and respond to questions from vendors, customers, management and inter-department staff.  Capable of working with internal staff from other departments in a proactive and constructive manner.

•  Customer Service – Respond promptly to requests for service and assistance as needed.  Follow up as needed.

•  Planning / Organization - Ability to prioritize and manage multiple priorities/deadlines and shift priorities as necessary.  Uses time effectively.

•  Problem Solving - Identifies and resolves problems in a timely manner. Gathers and analyzes information skillfully. Develops alternative solutions.

•  Judgment - Displays willingness to make decisions. Exhibits sound and accurate judgment. Makes timely decisions.

•  Professionalism - Approaches others in a tactful manner. Reacts well under pressure. Follows through on commitments.

•  Detail Oriented – Attention to details and accuracy. 

•  Proficient use of MS Windows and Office (Word, Excel, PowerPoint, Access and Outlook. 

  • Familiarity with PeopleSoft ERP a plus.

 

“PHYSICAL DEMANDS & WORK ENVIRONMENT”

The physical, mental, and environmental conditions in which the work is performed. The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job.

  • While performing the duties of this job, the employee is regularly required to sit, stand, walk and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear. The employee is frequently required to sit and reach with hands and arms. The employee may occasionally lift and/or move up to 20 pounds. 
  • This position primarily works in an office environment.  The noise level in the work environment is usually moderate.
  • This position may require evening and weekend work depending on business needs.

 

This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification. The duties described are not to be interpreted as being all-inclusive to any specific employee. Management reserves the rights to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship existing between the Company and its employees. This job description supersedes prior job descriptions.

 

Applicants must be currently authorized to work in the United States.

 

Guest Supply is proud to be an Equal Opportunity and Affirmative Action employer, and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status or any other protected factor under federal, state or local law.

 

This opportunity is available through Sysco Corporation, its subsidiaries and affiliates.

Employment Type: Full Time