Procurement Assistant Job Description [Updated for 2025]

In the modern business world, the role of the procurement assistant is more crucial than ever.

As supply chains grow more complex and globalized, the demand for skilled individuals who can source, negotiate, and secure essential resources efficiently escalates.

But what exactly is expected of a procurement assistant?

Whether you are:

• A job seeker eager to understand the nuances of this role,
• A hiring manager outlining the perfect candidate,
• Or simply interested in the day-to-day tasks of procurement,

You’ve come to the right place.

Today, we present a customizable Procurement Assistant job description template, designed for easy posting on job boards or career sites.

Let’s dive in.

Procurement Assistant Duties and Responsibilities

Procurement Assistants support the procurement manager in all procurement activities and help ensure that the business gets value for money from suppliers and contractors.

They work closely with various departments within the business to ensure that all procurement needs are met in a timely and efficient manner.

Their duties and responsibilities include:

• Assist in the procurement process for materials, supplies, and services
• Analyze invoices to ensure accurate product delivery and pricing
• Maintain and update supplier information such as qualifications, delivery times, product ranges, etc
• Assist in negotiation of contracts and procurement terms with suppliers
• Prepare and process purchase orders and purchase requisitions
• Monitor the performance of suppliers, assessing their ability to meet quality and delivery requirements
• Ensure compliance with procurement policies and procedures
• Communicate with suppliers and resolve any issues that may arise
• Assist in inventory management and control
• Prepare reports on purchases, including cost analyses

 

Procurement Assistant Job Description Template

Job Brief

We are seeking a diligent Procurement Assistant to support our procurement department.

The Procurement Assistant will play a key role in identifying and acquiring the products and services our organization needs.

Responsibilities include preparing purchase orders, handling negotiations with suppliers, tracking orders, ensuring timely delivery and maintaining accurate records.

Our ideal candidate has a keen eye for detail, strong negotiation skills, and a deep understanding of supply chain management.

Ultimately, the Procurement Assistant will help streamline our procurement processes, ensuring that we obtain high-quality goods and services at the most cost-effective prices.

 

Responsibilities

• Prepare and issue purchase orders to suppliers.
• Negotiate prices, terms and delivery times with suppliers.
• Monitor and track orders to ensure timely delivery.
• Resolve issues related to delivered goods, invoices, and contracts.
• Coordinate with warehouse staff to ensure proper storage of delivered goods.
• Maintain and update supplier information, purchase records, and related documentation.
• Assist in the development of procurement strategies.
• Prepare reports on purchases, including cost analyses.
• Monitor stock levels and identify purchasing needs.
• Research potential vendors.

 

Qualifications

• Proven experience as a Procurement Assistant or similar role.
• Knowledge of procurement procedures and documentation.
• Strong negotiation and communication skills.
• Proficiency in Microsoft Office Suite and purchasing software.
• Understanding of supply chain procedures.
• Attention to detail and strong organizational skills.
• Ability to work independently and as part of a team.
• High school diploma or equivalent; Bachelor’s degree in Business Administration or related field is a plus.

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Procurement Assistant
• Work Environment: Office setting. May require occasional visits to suppliers or warehouses.
• Reporting Structure: Reports to the Procurement Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $60,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Procurement Assistant Do?

A Procurement Assistant works in support of the purchasing department in a company or organization.

They are responsible for ensuring that the business has the supplies and materials it needs to operate effectively.

They often assist in searching for suppliers, comparing pricing and product specifications, and negotiating terms of purchase with vendors.

They also maintain detailed records of purchases, pricing, and delivery information, and assist with inventory management.

A Procurement Assistant also helps with preparing and processing purchase orders, tracking orders to ensure timely delivery, and coordinating with suppliers to resolve issues related to late or damaged deliveries.

In addition, they may also conduct market research to identify new potential suppliers and products, as well as to stay informed about pricing trends and changes in the industry.

The role of a Procurement Assistant requires strong analytical skills, attention to detail, and excellent communication and negotiation skills.

They often work closely with various departments within the company, such as finance, logistics, and production, to ensure that purchasing decisions align with the organization’s operational needs and budgetary constraints.

 

Procurement Assistant Qualifications and Skills

Procurement Assistants should possess a variety of skills and qualifications to efficiently support and manage procurement activities, including:

• Negotiation skills to work with vendors and suppliers for getting the best quality goods and services at the most competitive prices.
• Mathematical and analytical skills to evaluate bids and proposals, perform cost analyses, and forecast future procurement needs.
• Proficiency in procurement software and other related computer applications to automate and streamline purchasing activities and maintain records.
• Strong attention to detail to ensure accurate order placement, delivery scheduling, and invoicing.
• Excellent organizational and multitasking abilities to manage several orders simultaneously and keep track of inventory levels.
• Interpersonal and communication skills to liaise with suppliers, colleagues, and managers, ensuring smooth procurement operations.
• Problem-solving skills to handle any issues or delays that may occur during the procurement process.
• Understanding of procurement regulations and procedures for compliance with legal and company guidelines.

 

Procurement Assistant Experience Requirements

Procurement Assistants, at an entry-level, generally require a minimum of 1 to 2 years of experience in an administrative or procurement-related role.

This initial experience can be obtained through internships, part-time jobs, or even through relevant roles in student organizations.

In these early stages, procurement assistants gain experience in tasks such as managing purchase orders, liaising with suppliers, maintaining procurement records, and understanding procurement procedures and policies.

Candidates with 3 to 5 years of experience are often seen as more proficient procurement assistants.

They have developed a firm grasp of procurement principles, have experience in negotiating with suppliers, and have a proven track record of effectively managing procurement budgets.

Those with over 5 years of experience in procurement roles are typically seen as highly skilled and may have supervisory experience.

They are expected to be well-versed in all aspects of procurement, including strategic sourcing, contract management, and vendor relationship management.

At this stage, they may be ready to step into a procurement manager or team lead role, overseeing a team of procurement assistants and handling more strategic procurement tasks.

 

Procurement Assistant Education and Training Requirements

A Procurement Assistant typically requires a bachelor’s degree in business administration, supply chain management, or a related field.

They also need a strong understanding of procurement principles, purchasing, negotiation, and supply chain management.

Knowledge in operating procurement software and systems is highly beneficial for this role.

For higher-level positions or specialized roles, a master’s degree in business administration, supply chain management, or a related discipline might be necessary.

Certification from a recognized institution such as the Chartered Institute of Procurement & Supply (CIPS) or the Institute for Supply Management (ISM) can be advantageous and sometimes required.

Work experience in a similar role, or in an environment dealing with purchasing, supply chain management, or logistics, can also be beneficial.

Ongoing learning and development are important in this role due to the ever-changing nature of procurement and supply chain industries.

Hence, continuing education and professional development courses are highly recommended.

 

Procurement Assistant Salary Expectations

A Procurement Assistant earns an average salary of $40,860 (USD) per year.

The actual earnings can differ based on factors like years of experience, industry of employment, and the cost of living in the geographical location.

 

Procurement Assistant Job Description FAQs

What skills does a Procurement Assistant need?

A Procurement Assistant must have excellent negotiation skills, as they are responsible for securing quality goods or services at the best possible prices.

They also need good communication skills, both written and verbal, as they must liaise with suppliers and discuss contracts.

Organizational skills and attention to detail are crucial, as they are responsible for maintaining and updating purchase records and tracking deliveries.

 

Do Procurement Assistants need a degree?

A degree is not always required for a Procurement Assistant role, but a bachelor’s degree in business, finance, or a related field can be beneficial.

Relevant experience in procurement or a similar field is often more crucial for this role.

Some companies may require their Procurement Assistants to have specific certifications like a Certified Purchasing Professional (CPP) certification.

 

What should you look for in a Procurement Assistant resume?

A Procurement Assistant resume should highlight relevant experience in procurement, purchasing, or supply chain management.

Look for experience in negotiating contracts, managing supplier relationships, and tracking inventory.

Technical skills, like proficiency in procurement software or spreadsheets, can also be a plus.

Certifications in procurement can also indicate a candidate’s professional commitment to the field.

 

What qualities make a good Procurement Assistant?

A good Procurement Assistant is organized, detail-oriented, and proactive.

They need to manage multiple tasks, track data accurately, and foresee potential supply chain issues.

Their negotiation skills help the company secure the best deals, so a good Procurement Assistant is persuasive and assertive without being aggressive.

They should also be reliable and ethical, as they handle sensitive company information and play a key role in financial decisions.

 

Is it challenging to hire Procurement Assistants?

Hiring a Procurement Assistant can be challenging, as the role requires a specific set of skills, including negotiation, communication, and organizational skills.

It is crucial to look for candidates with relevant experience in procurement or purchasing.

Offering competitive salaries and opportunities for professional development can attract high-quality candidates for this role.

 

Conclusion

And there we have it.

Today, we’ve given you a glimpse into the dynamic world of a procurement assistant.

Surprise, surprise?

It’s not just about managing purchase orders.

It’s about fueling an organization’s progress, one procurement task at a time.

Armed with our comprehensive procurement assistant job description template and real-world examples, you’re more than ready to step up your game.

But why limit yourself?

Go further with our job description generator. It’s your secret weapon for creating meticulously detailed job listings or sharpening your resume to pristine precision.

Keep in mind:

Every procurement task is a cog in the grand machine of business success.

Let’s drive that success. Together.