In industries that require a constant supply of items, such as manufacturing, a procurement assistant plays an important role. This administrative position ensures that workers have enough materials to be productive while keeping costs low so that the company can make more money overall. Procurement assistants must be able to communicate effectively in both written and spoken form, as well as perform mathematical calculations.
A procurement assistant’s main responsibility is to schedule material purchases and estimate delivery times. Internal cell phone components are an example of essential items that businesses cannot run out of when creating a highly desired product. The assistant verifies current inventory and monitors its depletion in the physical warehouse, both on paper and in electronic files. Low inventory levels necessitate a purchase from a specific vendor in order to ensure timely shipment and avoid inventory gaps.
Ordering accuracy is critical for a successful procurement assistant. Before placing a purchase order with the vendor, each item’s quantity must be confirmed. A single typo or mistake can accidentally change an order from 44 to 444 items, resulting in a significant financial loss and excessive inventory levels for the company.
When a shipment arrives, the procurement assistant must double-check that the quantity and type of items match the purchase order. Contact the vendor if there are any deviations from the purchase order. For any shipment misunderstandings, the assistant must have excellent communication skills. Vendor communications can take the form of phone calls, emails, or faxes.
Another important task for a procurement assistant is to locate new vendors who offer high-quality products at reasonable prices. With inflation, material costs tend to rise, resulting in a higher overall price for the manufactured product. Procurement assistants can use industry networking to find alternative material vendors who can provide supplies at a lower cost. To form a business agreement, the assistant may hold conference calls with his or her supervisors as well as the potential new vendor.
The procurement assistant may need to be familiar with government customs laws for importing materials, depending on the industry. Many businesses use materials from other countries to save money on essential parts. Because importing parts takes longer than moving materials domestically, the assistant would need to factor in the extra shipping time to avoid a production halt.
This assistant also approves the payment of goods received in general. Until the procurement assistant resolves and approves the bill of sale, any disputes over a shipment will not be paid. The assistant may be required to physically count inventory several times in order to resolve quantity discrepancies, which will necessitate quick movement through inventory bins or warehouses.