Purchasing Assistant

Department:       Sales Support Team

Reports to:          Supply Chain Manager

Schedule:            Monday to Friday 8:30 AM – 05:30 PM

                            (Extended workdays during busy season)

Benefits Include:

â—        Competitive Wages

â—        Group Health Insurance

â—        Life Insurance

â—        AD&D Insurance

â—        Optional Vision & Dental Insurance

â—        Employer Match Retirement Program

â—        Immediate Paid Time Off Upon Hire

â—        Wellness Day

â—        Floating Holiday

â—        Holiday Pay

â—        Team Member Discounts

Who We Are:

B-Sew Inn is a family-owned sales organization that has been serving sewing and creative enthusiasts for over 25 years. Together with our team, we operate a successful sewing machine and service business by delivering excellence and inspiration to our guests (customers). With six retail locations in Oklahoma, Arkansas, Missouri, and Texas a Nationwide Education Sales Division based in Hawaii, an Events Sales Division, National Sales Division, and our E-Commerce Divisions, we continue to experience healthy growth and financial stability. Our Distribution Center and Administration Offices, based in Oklahoma, provide sales support and infrastructure to enable our company to be prepared for future growth and expansion. 

Summary:

The Purchasing Assistant is responsible for performing inventory support to the Supply Chain Manager, Inventory Manager & other inventory team members as needed. In this role you will contribute to the efficiency of the organization by providing information management support, representing the inventory team to others while preparing reports, handling informational requests, and performing clerical functions such as calendar management, correspondence, arranging and scheduling meetings and presentations and proactively anticipating business needs. To be successful in this position you must have exceptional communication skills and thrive in a fast-paced environment. A high level of confidentiality and discretion is required.

Essential Duties and Responsibilities:

â—        Act as a liaison between the inventory team and team members to facilitate the communication of pertinent information

â—        Act as a gatekeeper to Inventory Management schedules, reminding of appointments and managing travel itineraries

â—        Uphold a strict level of confidentiality and sensitivity

â—        Greet and direct any visitors or phone calls to applicable team members

â—        Reconcile incoming order acknowledgements to purchase orders place with vendors and communicate with Finance Dept any discrepancies

â—        Check with Vendors weekly on status on back ordered purchase orders for expected ship date

â—        Create a Sales File in POS System as needed

â—        Run and analyze various inventory reports as needed by Inventory Management

â—        Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution

â—        Perform general office duties, such as ordering supplies, keeping conference rooms, break room and Training Center stocked, lobby flowers, maintaining records management database systems, and performing basic bookkeeping work

â—        File and retrieve company documents, records, and reports.

â—        Set up and oversee administrative company policies and procedures for offices

â—        Open, sort, and distribute incoming correspondence, including mail and email

â—        Manage the company credit card process to include requesting cards and auditing records to ensure they are current

â—        Make travel arrangements for Inventory Management and team as needed

â—        Prepare responses to correspondence containing routine inquiries

â—        Coordinate leaderships calendars for various meetings such as weekly team, quarterly and annual planning, company events and shows and prepare agendas and notes as needed

â—        Maintain a filing and information system for Inventory Management, including product and pricing binders.

â—        Utilizing reports to compile numerical or statistical data for communications, presentations, or meetings

â—        Develop presentations and agendas for management meetings, trainings, and trade shows, provide clever yet professional and strategic improvements as needed.

â—        Manage and assist special projects and events, including contracts, load list, setup, and tear down of outside shows and fairs.

â—        Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

â—        Complete projects and other duties as assigned

â—        Responsibilities may change, or new duties may be assigned at any time.

Skills and Qualifications:

â—        High School diploma

â—        High level of personal integrity and professionalism

â—        Proficiency in Microsoft Office 365, especially Outlook, Word, Excel and PowerPoint, with the ability to prepare detailed reports, create presentations and efficiently manage company calendar(s)

â—        Ability to remain current on technical skills in addition to applying new knowledge

â—        Knowledge of administrative policies and clerical procedures

â—        Knowledge of business and management principles involved in strategic planning, resource allocation, and coordination of people and resources

â—        Ability to produce reports and complete reports within deadlines

â—        Expert level written and verbal communication skills, both in person and by phone

â—        Ability to compose communications effectively with keeping the needs of the audience in mind

â—        Ability to adapt and respond effectively and promptly to changing situations and conditions

â—        Strong initiative and ability to independently seek out information in a timely manner

â—        Strong attention to detail

â—        Highly resourceful team-player, with the ability to also be extremely effective independently

â—        Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

â—        Knowledge of principles and processes providing customer and personal services

â—        Representing the organization to customers, the public and other external sources in a professional and respectful manner

â—        Forward looking thinker, who actively seeks opportunities and proposes solutions

â—        Ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of service and response

â—        Positive attitude

â—        Ability to meet deadlines in a fast-paced environment

Physical Demands and Work Environment:

This position is in a standard office environment with desktop business equipment and frequent telephone calls. The noise level is moderate. While performing the duties of this job, the team member is regularly required to sit for extended periods of time and must constantly reach with hands, arms, and fingers; climb or balance and stoop, kneel, crouch, or crawl. Frequent hearing and talking is required. This role routinely uses standard office equipment such as computers, phones, and photocopiers; extensive keyboard typing is required. This position requires the ability to occasionally lift and carry supplies and shipments up to 25lbs.