Guest Supply, LLC

Purchasing Assistant

4 weeks ago
Job ID
# of Openings


The Purchasing Assistant is responsible for processing purchase orders (POs) and drop shipments through PeopleSoft and following up with the manufacturer for any changes, ETA changes or pricing discrepancies. The Purchasing Assistant also works with the Accounts Payable Department to make sure all invoices are matched correctly.  If not, the Purchasing Assistant obtains a Receiving Discrepancy Report from the Warehouse Manager and works with the manufacturer to resolve any discrepancy. 


  • Prepare Expediting Report and send to manufacturer to obtain updated ETA’s on open POs.
  • Update POs with correct ETA’s stated by the manufacturer.
  • Assist warehouse on delivery appointment issues by contacting the vendor and acting accordingly.
  • Review Receiving Discrepancy Report (RDR) and identify any problems with inbound shipments from the manufacturer such as shipping shortages, overages, miss picks, and damages.
  • Inform Accounts Payable Department of any needed invoice adjustments before payment and notify the vendor. Obtain proper documentation for short paying vendor invoices.
  • Purchase Order Process - Enter PO into People Soft, dispatch to vendor, log the PO information into ESKER, confirm acknowledgements sent back from the manufacturer and follow up on status.
  • Use Match Exception Report to find shipping, billing, and pricing errors when Receiving Discrepancy Report (RDR) is not provided from Warehouse. Additionally, review to identify any late shipments.
  • Answer inquiries from Customer Service and Distributor Sales Representatives dealing with ETA’s, back orders, and pricing quotes.



  • 2 – 4 years of equivalent work experience in Purchasing preferred.
  • 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 suppliers, 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.
  • Ability to build working relationships with vendors and customers.
  • Proficient use of MS Windows and Office (Word, Excel, PowerPoint, Access and Outlook). Familiarity with PeopleSoft ERP a plus. 
  • Ability to understand and execute all relevant policies and procedures in a consistent, timely and objective manner.
  • High school diploma or GED


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