Purchasing Assistant

Purchasing Assistant

The Purchasing Assistant supports the purchasing function by assisting with the procurement of materials, products, and services necessary for daily operations. This role focuses on accurate order processing, vendor coordination, recordkeeping, and administrative support to ensure timely delivery, cost control, and inventory availability. The Purchasing Assistant works closely with the Purchasing Manager, warehouse, sales, and accounting teams to support operational efficiency and company revenue goals.

Duties and Responsibilities:

• Assist in preparing, issuing, and tracking purchase orders to ensure accuracy and timely delivery.
• Communicate with vendors regarding pricing, availability, lead times, order status, and delivery schedules.
• Monitor inventory levels and notify the Purchasing Manager of replenishment needs or discrepancies.
• Coordinate with warehouse staff and logistics team on receiving, shortages, damages, and returns.
• Verify pricing, quantities, and product information on purchase orders, packing slips, and invoices.
• Assist with resolving vendor discrepancies, including backorders, shortages, damages, returns, billing errors, and credits.
• Maintain accurate purchasing records, vendor files, and documentation in purchasing and inventory systems.
• Support data entry and reporting related to purchasing activities.
• Assist with basic cost comparisons and vendor research as assigned.
• Provide administrative support to the Purchasing Manager and perform additional duties as needed.
• Issue purchase orders and ensure accuracy in quantities, pricing, and delivery requirements.
• Monitor inventory levels and coordinate replenishment to avoid stockouts or excess inventory.
• Ensure compliance with company policies, contract terms, and applicable regulations.
• Work with accounting and finance to reconcile invoices, manage credits, and support audits.
• Maintain accurate purchasing records, contracts, and documentation.
• Perform additional duties as assigned to support operational and business needs.
• Run inventory reports to determine needs.
• Maintain procurement records, including items/services purchased, costs, delivery, product quality, and inventory.
• Address defective or unacceptable goods with quality control, vendors, or other personnel and assist in corrective actions as needed.
• Expedite delivery of goods to meet operational requirements.

Knowledge, Skills, Abilities, and Other Characteristics:

• Strong knowledge of purchasing, procurement, and supply chain principles.
• Strong proficiency in analyzing and interpreting data to support informed decision-making.
• Experience negotiating contracts, pricing, and terms with suppliers.
• Ability to analyze data to support purchasing decisions and cost-control initiatives.
• Strong organizational and time-management skills with attention to detail.
• Strong interpersonal and communication skills, with the ability to collaborate across departments while maintaining operational efficiency and professionalism.
• Ability to collaborate across departments to meet operational goals.
• Proficiency in purchasing systems, inventory management software, and Microsoft Office applications (Intermediate Excel required).
• Ability to manage multiple priorities in a fast-paced environment.
• Ethical decision-making and commitment to company policies and procedures.
• Demonstrated ability to plan, prioritize, and manage multiple projects and deadlines with accuracy and attention to detail.
• Decisive, assertive, and results-oriented, with a high level of accountability and follow-through.
• Demonstrated reliability, including regular and predictable attendance and punctuality.
• Ability to maintain a positive, respectful, and professional demeanor and conduct oneself with integrity.
• POS experience in VISCO or QuickBooks is a plus.

Education and Experience:

• High School Diploma or equivalent required.
• Minimum of 2 years of accounts payable experience.
• 2+ years of experience in a sales, marketing, or purchasing role within a sales-driven environment preferred.

Benefits:

• Competitive compensation package
• Retirement savings options, including ESOP (Employee Stock Ownership Plan), 401(k) with employer matching
• Health and Wellness: Medical, dental & drug insurance, flex spending account (FSA), group life insurance
• Time off and Work-Life Balance: Paid holidays & PTO
• Professional development opportunities

About Us:

Unitek Supply is Hawaii's leading wholesale distributor of U.S. industrial and marine manufactured products. Originally a division of Unitek Insulation, it became an independent entity under the name Unitek Supply, LLC in 2009. As the state's largest and most experienced distributor, we're trusted by contractors, government agencies, and commercial businesses alike for our reliability, responsive service, vast inventory, and complimentary drop-off service for inter-island cargo shipments.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

We are an Equal Employment Opportunity Employer. All employment decisions will be made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, genetic information, national origin, disability or protected veteran status.