POSITION:       Purchasing Assistant                                            

Reports To:        Purchasing Agent

General:  This staff position works directly with the purchasing agents and outside sales personnel in communication, order and quotation processing, and other clerical duties needed for efficient performance of the purchasing department.    

Accomplishing tasks as a purchasing assistant requires a team effort between all departments and all employees.  The #1 objective is to produce a top quality product and to serve our customers better than our competition can possibly achieve.  You will be successful in your job only if you cooperate with and receive cooperation from your fellow employees within this department and with employees in all other areas of this company.

Essential Job Functions & Responsibilities:

1. Accurately create purchase orders in Agility from confirmed orders, watching costs and quantities.
2. Accurately prepare computer generated sales orders when directed by purchasing agents, specifically watching for correct gross margin accuracy.
3. Prepare quotes that may be generated upon sales request.
4. Place orders for products when instructed by purchasing agent.
5. Post materials received accurately, paying close attention to quantities received vs. quantities ordered, as well as product description, as a double check of receiving personnel’s paperwork.
6. Run 12 month history reports on a weekly basis for purchasing agent.
7. Complete material returns for customers, and scan RMA to appropriate salesperson as needed.
8. Assist with entering inventory counts in agility.
9. Answers and directs incoming calls.
10. Assist with and support work order completion from the door shop.
11. Assist with printing work orders when manager is on vacation.
12. Assist with door pricing and updates as needed on an annual basis.
13. Support and able to understand service department invoicing, process in agility, updating codes, and verify adjustments with accuracy.
14. Support issue tracking when needed for service department.
15. Effectively communicate with employees, managers, and customers in person or with the use of the telephone, fax, or email.
16. Read and interpret written information, as well as data presented in numerical or statistical form.
17. Efficiently operate office equipment, including personal computer, phone system, fax machine, copier, etc.
18. Skilled in the use, functions, and features of our microcomputer system, Microsoft Office suite and DMSI Agility.
19. For all equipment which you have been authorized and assigned to use, it is your responsibility to report deficiency and unsafe conditions. You do not use any equipment that is not completely in compliance with safety regulations.             
20. It is also your responsibility to report unsafe acts of other employees. Failure to report an unsafe or illegal act that you have witnessed is only slightly less serious than the act itself.

Additional Responsibilities:

1. On occasion retail and contractor customers and vendors may be in the office areas. They must be acknowledged, greeted, helped and/or sent to proper location for assistance.
2. Dresses and maintains personal appearance as required by your supervisor and Company Policy.
3. You must attend regular and special meetings of your department and company as called.

Essential Physical Requirements:

1. The employee is required to sit for extended periods of time.
2. The employee is required to frequently walk, bend, kneel, stoop, reach, and manipulate objects.
3. Manual dexterity and coordination are required while operating equipment such as a computer keyboard and other standard office equipment.
4. The employee is required to carry, lift, and/or move materials occasionally, most weighing less than 25 lbs.
5. Specific vision requirements for the job include close vision and the ability to adjust focus.

Work Environment:

Generally works in an office environment but may occasionally be required to perform job duties outside of the typical office setting.

Disclaimer:    The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification.  It does not constitute an exhaustive list of duties.  Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time.