Job Description

Title: Purchasing and customer service assistant

Brief Description: Compiles requests for materials, prepares purchase orders, keeps track of purchases and supplies, and handles inquiries about orders. Insures that materials are on hand to complete orders for shipment.

Essential Duties and Responsibilities:

  • Compiles information and records to prepare sales orders for customers.

  • Updates computer system with orders being placed and scheduling changes to ensure accurate records are maintained of all scheduled sales activity.

  • Confirms customer purchase order.

  • Ensures that information found on sales orders is accurate.

  • Compiles information and records to prepare purchase orders for procurement of material.

  • Updates computer system with orders being placed to ensure accurate records are maintained of all purchasing activity.

  • Faxes or mails copies of purchase orders to suppliers.

  • Determines material requirements based on data found on gross requirements reports, material requirements reports, vendor reports, and on-hand inventory levels.

  • Maintains regular correspondence with suppliers via phone and email.

  • Ensures that information found on purchase orders is accurate.

  • Places orders and follows up to ensure material is delivered to the right place at the right time.

  • Compares prices listed on purchase orders to list of current prices to ensure that the amount being charged is correct.

  • Maintains files of active sales orders, customer purchase orders, quotes, and confirmation letters.

  • Maintains files of active orders, purchase orders, and confirmation letters.

  • Maintains vendor master files.

  • Ensures that copies of all paperwork are given to the appropriate person.

  • Keeps track of all orders and determines the cause of any delay.

  • Answers questions from customers and suppliers, and resolves any problems that arise.

  • Verifies arrangement and specifications of purchase requests.

  • Plans ahead for any changes in schedules that may arise.

  • Ensures that orders are firm before shipment.

  • Track vendor delivery performance, and analyze trends noting deficiencies.

  • Works with operations and customer service to insure that any delays in material receipt do not affect organization delivery performance.

  • Refers questions to supervisor when necessary.

  • Other duties as assigned.

Secondary Responsibilities:

  • Archives schedule changes and makes note of dates on archived paperwork.

  • Follows up with suppliers on re-quotes and pricing issues.

  • Files all paperwork in the master file.

  • Backup for Inventory Clerks when necessary including receiving material, shipping notification and invoicing functions.

  • ISO related tasks.

  • Greets patrons in a friendly manner as they enter the building and answers incoming phone calls as needed.

  • Special projects as necessary.

Work Conditions:

  • Must be willing to work 40 hours per week.

  • All work done primarily in an office environment.

Knowledge, Skills, and Abilities:

  • Knowledge of modern office procedures and methods including telephone communications, office systems, and record keeping.

  • Knowledge of basic mathematical functions and basic calculator functions.

  • Skill to use a personal computer and various software packages including Microsoft Word, Microsoft Excel, and SAGE 100.

  • Basic data entry and/or word processing skills.

  • Ability to establish and maintain an effective working relationship with coworkers, vendors, and the general public.

  • Ability to understand and interpret customer orders and create purchase orders.

  • Ability to establish priorities, work independently, organize and proceed with objectives with minimal supervision.

  • Ability to pay attention to detail.

  • Ability to use basic office equipment including printer, fax machine, and copy machine.

  • Ability to communicate both orally and in writing.


  • Associates degree in Accounting or similar experience.

  • 6 months experience working in an office environment.

  • Background in purchasing procedures and/or customer service.



Why Kelly ® ?

At Kelly

Services ® , we work with the best. Our clients include 95 of the Fortune

100 ™ companies, and more than 70,000 hiring managers rely on Kelly annually to access

the best talent to drive their business forward. If you only make one career connection today, connect

with Kelly.

AboutKelly Services ®

As a workforce advocate for over 70 years, we are proud to directly employ nearly 500,000 people

around the world and have a role in connecting thousands more with work through our global network of

talent suppliers and partners. Revenue in 2017 was $5.4 billion. Visit and connect with us on Facebook, LinkedIn and Twitter .

Kelly Services is an equal opportunity employer including, but not limited to, Minorities, Females,

Individuals with Disabilities, Protected Veterans, Sexual Orientation, Gender Identity and is

committed to employing a diverse workforce. Equal Employment Opportunity

is The Law.