Purchasing Assistant

Job Description

Job Description

About Company:

Who We Are:

American Repair Maintenance (ARM) began over 25 years ago as a small two-person operation to service several premier video stores. Since that time, we have evolved to a data-driven, full-service repair and preventative maintenance partner across all trades and serving over 20,000 locations in the US of some of the finest retail brands. We are more than just a repair and maintenance company but are a strategic partner for our clients as we continue to innovate and grow our organization. We work hard to put our customers' needs first, support our team members with a dynamic culture, provide great benefits, and create technology-enabled work processes that make their jobs easier. We know that our strong commitment to people is what sets us apart along with our strong core values that guide our day-to-day operations. These core values ensure we are moving in the right direction which are:

• Collaborate
• Do Whatever it Takes
• Reliable
• Authentic
• Do the Right Thing
• Innovate and be Open to Learn
• Choose to BE an Owner

About the Role:

The Purchasing Assistant in the facilities maintenance industry plays a critical role in supporting the procurement process to ensure timely and cost-effective acquisition of materials and services necessary for project completion. This position involves coordinating with suppliers, managing purchase orders, applying payments, and maintaining accurate records to facilitate smooth operations on field sites. The Purchasing Assistant works closely with buyers and procurement teams to track inventory levels, anticipate material needs, and resolve any supply chain issues that may arise. By efficiently handling administrative tasks and supplier communications, the role contributes to minimizing delays and controlling project costs. Ultimately, the Purchasing Assistant helps maintain the flow of resources essential for meeting project deadlines and quality standards within the facilities maintenance sector.

Minimum Qualifications:

• High school diploma or equivalent.
• Basic understanding of procurement and supply chain processes.
• Proficiency in Microsoft Office applications, especially Excel and Word.
• Strong organizational and communication skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

Preferred Qualifications:

• Associate degree or certification in supply chain management, business administration, or related field.
• Experience working in procurement or purchasing within the facilities maintenance industry.
• Familiarity with procurement software or enterprise resource planning (ERP) systems.
• Knowledge of maintenance or construction materials, terminology, and industry standards.
• Strong problem-solving skills and attention to detail.

Responsibilities:

• Assist in preparing and processing purchase orders and requisitions for maintenance materials and services.
• Communicate with suppliers to obtain quotes, confirm order details, and track delivery schedules.
• Maintain accurate procurement records, including purchase orders, invoices, and supplier information.
• Coordinate with project managers and site supervisors to understand material requirements and delivery timelines.
• Monitor inventory levels and assist in forecasting material needs to prevent shortages or overstock situations.
• Support the resolution of discrepancies or issues related to orders, deliveries, and invoices.
• Ensure compliance with company procurement policies and procedures.
• Assist in vendor evaluation and maintaining positive supplier relationships.

Skills:

The Purchasing Assistant utilizes strong organizational skills daily to manage multiple purchase orders and maintain accurate records, ensuring that all procurement activities align with project schedules. Effective communication skills are essential for liaising with suppliers and internal teams to clarify requirements, negotiate terms, and resolve any issues promptly. Proficiency in Microsoft Office and procurement software enables efficient data entry, tracking, and reporting, which supports informed decision-making. Knowledge of maintenance materials and industry practices helps the assistant anticipate project needs and contribute to cost-effective purchasing strategies. Attention to detail and problem-solving abilities are applied continuously to identify discrepancies, prevent delays, and maintain compliance with company policies.