Purchasing Assistant

Job Summary:We are seeking a highly organized and detail-oriented Purchasing Assistant & Logistics Coordinator to manage our daily procurement activities and coordinate inbound shipments originating from overseas, within Canada & USA. In this role, you will be responsible for creating purchase orders, tracking vendor deliveries, arranging freight transportation, and ensuring inventory accuracy. The ideal candidate thrives in a fast-paced environment, possesses strong negotiation skills, and excels at solving logistical challenges to minimize supply chain disruptions. Core Responsibilities:Procurement & Purchasing Support:

• Process Requisitions: Review internal purchase requests and verify material specifications and quantities.
• Generate Purchase Orders: Create, issue, and track POs within the SAP ERP software system.
• Vendor Management: Maintain daily communication with vendors to confirm order status, pricing, and ship dates.
• Invoice Reconciliation: Match supplier invoices against purchase orders and receiving logs before forwarding to accounts payable.
• Landed Cost Calculation: Calculate total landed costs for international and domestic shipments by factoring in FOB price, freight, customs duties, insurance, and local delivery fees.

Logistics & Freight Coordination:

• Arrange Shipments: Coordinate land, sea, and air freight transportation with third-party logistics providers (3PLs) and carriers.
• Logistics Coordination: Coordinate with freight forwarders and customs brokers to secure shipping quotes and ensure accurate tariff classifications (HS codes).
• Shipping Documentation: Ensure all shipments have required documentation such as bills of lading (BOL), commercial invoices, customs paperwork, and international shipping labels referencing PO #s.
• Track Inbound Deliveries: Monitor shipments from origin to destination and proactively resolve transport delays or routing issues.
• Freight Audit: Review carrier freight bills to verify correct freight classifications and rate agreements.

Inventory Control & Warehouse Liaison:

• Monitor Stock Levels: Track inventory counts and identify replenishment thresholds based on production timelines or sales data.
• Verify Receipts: Collaborate with warehouse staff to confirm that incoming goods match the purchase orders without shortages or damage.
• System Data Entry: Keep internal databases, master price lists, and inventory systems updated with real-time order data.
• Discrepancy Resolution: File claims with carriers or vendors regarding transit damage, incorrect items, or supply non-conformance.

Database Maintenance:

• Monitoring Quality & Policies: Maintenance of formulated company-wide rules for data collection, storage, sharing and disposition. Conduct routine audits to identify and fix errors, ensuring data remains reliable.
• Analysis: Analyze historical sales trends and seasonal patterns to assist the team in generating inventory demand forecasts.

Other:

• Office kitchen clean-up in the mornings and end of day.

Education, Skills, and Qualifications:Required:

• Experience: Minimum 2 years of experience in a purchasing, inventory control, logistics coordination or a collaborative role supporting a demand planner.
• Education: High school diploma required.
• Technical Skills: Solid experience with Microsoft Excel (VLOOKUPs, pivot tables and formulas).
• Communication: Strong interpersonal skills with excellent verbal and written skills to negotiate terms with vendors and handle customer issues professionally.
• Detail-Oriented: High level of accuracy in data entry and verification of extensive documentation, mass database management.
• Financial & Analytical Acumen: Strong ability to interpret historical sales data, recognize seasonal trends and translate data sets into actionable purchasing patterns.

Preferred:

• Professional certifications such as Certified Supply Chain Professional (CSCP) or equivalent work experience.
• Associate's degree in Supply Chain and Logistics or equivalent work experience.
• Knowledge: Strong understanding of global logistics, Incoterms (e.g., FOB, EXW, DDP), good understanding of tariff classifications and HS codes and how these terms and currency fluctuations impact total product cost.
• Proficiency in SAP B1 ERP software and basic knowledge of SAP B1 SQL queries would be an asset.