Procurement Assistant

Position Purpose

To coordinate and perform procurement duties for Bassett Mechanical’s procure to pay process in a customer service orientated, cost effective, value-added and organized manner. 

Position Responsibilities

• Material Sourcing & Purchasing: Proactively source and purchase materials or obtain competitive bids in response to material requisitions from internal teams, ensuring best value.
• Purchase Order Management: Accurately create, submit, and track purchase orders across multiple systems, ensuring on-time processing and alignment with procurement policies
• Discrepancy Resolution: Investigate and reconcile discrepancies between purchase orders and supplier acknowledgments, addressing variances in cost, part numbers, unit of measure, and other critical details.
• Compliance & Quality Control: Enforce strict adherence to procurement standards, minimizing errors in the purchase order creation and acknowledgment processes to ensure high-quality, efficient operations.
• Order Tracking & Expediting: Proactively track unreceived orders, escalating as necessary, and collaborate with suppliers to resolve delivery issues. Expedite orders when required to meet tight timelines.
• Invoice Discrepancy Resolution: Work closely with the Accounts Payable team to resolve any discrepancies between purchase orders and invoices, ensuring smooth financial reconciliation.
• Cross-Departmental Collaboration: Maintain close communication with the accounting and receiving departments to ensure accurate and timely delivery and resolve any operational issues.
• Reporting: Generate and analyze applicable reports (e.g., Will Call, Invoice Hold, Receiving) to assist in resolving issues.
• System Maintenance: Assist with maintaining system cost data in Vista to ensure accurate cost tracking and budget compliance.
• Return Management: Facilitate material returns to suppliers, ensuring efficient process execution.
• Continuous Improvement: Contribute to a culture of process improvement by identifying inefficiencies and recommending solutions to optimize procurement workflows.
• Additional Support: Take on other duties and responsibilities as required to support the department’s goals.