DayShift / Job descriptions / Purchasing assistant

Purchasing assistant job description: what you'll do and what to write on your resume

Applying for purchasing assistant at an office, factory or trading company? Copy the duties below into your resume, then read what the interview asks.

Duties to write on your resume

Start each line with what you did. Keep the ones you've really done.

• Prepared purchase requests and purchase orders using Excel or the company system
• Requested and compared quotations from suppliers before each order
• Followed up with suppliers on delivery dates and order status
• Checked delivered items against purchase orders and delivery receipts
• Updated supplier records, price lists and purchasing files accurately
• Coordinated with the warehouse and accounting on received goods and invoices
• Tracked pending orders and reported delays to the purchasing manager
• Sent emails and made calls to suppliers to clarify specs and quantities

No purchasing experience yet? Use the same lines for school projects, a family store or office work, and say where.

A resume objective you can adapt

Business administration graduate looking for a purchasing assistant job, ready to handle purchase orders, supplier follow-ups and accurate records.

Skills employers ask for

• Using Excel for lists, prices and tracking
• Clear email and phone communication with suppliers
• Attention to detail with numbers and quantities
• Keeping files and records organized
• Following up on deadlines without being pushy

What the interview asks

1. How do you keep track of many orders at once? Describe a simple system, like an Excel tracker with dates and status.
2. What would you do if a supplier delivers late? Say you'd call them first, then tell your manager and the people waiting.
3. How do you compare two supplier quotes? Mention price, quality, delivery time and the supplier's past record.
4. Are you comfortable with Excel and writing business emails? Answer honestly and give one real example of how you used them.

The questions every interview asks, with sample answers

How to get hired

1. Most posts ask for at least a senior high school diploma, and many prefer a college degree in business or a related course.
2. Prepare a resume, a valid ID and your government numbers such as SSS, PhilHealth, Pag-IBIG and TIN.
3. Some employers also ask for an NBI clearance and a medical certificate.
4. Apply online or through the company's career page, then expect an interview and sometimes a short Excel or encoding test.

What the work is like

It's mostly desk work in an office, with a lot of emails, calls and spreadsheets. The hard part is chasing late deliveries while keeping every record correct.

Questions

Do I need experience to work as a purchasing assistant?

Not always. Many companies hire fresh graduates and train you on their system and suppliers.

What should I study to become a purchasing assistant?

Business administration, accounting or management helps, but many employers accept any course if you're good with Excel.

Is purchasing assistant work done from home?

Mostly in the office, since you deal with deliveries and files. Some companies allow part of the work online.

Similar jobs

• Administrative assistant
• Office clerk
• Accounting clerk
• Warehouse staff
• Document controller

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