Purchasing Assistant - Aftermarket Automotive Parts — Wholesale Distribution
Position Overview
The Purchasing Assistant provides essential operational and administrative support to the purchasing department, ensuring accurate data management, timely purchase order processing, supplier documentation, and seamless coordination between purchasing, accounts payable, and warehouse operations.
- Reports to: Purchasing Manager
- Location: Edmonton
- Employment Type: Full-Time
Core Responsibilities
Purchase Order Administration
- Maintain accurate PO logs and ensure all orders are acknowledged by suppliers within defined timelines
- Track open purchase orders and follow up on outstanding confirmations, ETAs, and shipment status
- Identify and escalate aged or unconfirmed POs to the purchasing manager
Invoice & Payment Processing Support
- Match supplier invoices against purchase orders and receiving documents (3-way match)
- Identify and document pricing, quantity, or terms discrepancies and route to the appropriate buyer for resolution
- Prepare invoices for AP sign-off once discrepancies are cleared
- Track outstanding supplier credits, return-to-vendor (RTV) authorizations, and credit memo applications
Data Entry & Item Master Maintenance
- Enter and update product costs, lead times, and supplier codes in the ERP system
- Process supplier price sheet updates accurately and within defined turnaround times
- Maintain supplier contact records, terms, and program documentation
- Support product and line card updates as new products are introduced or discontinued
Supplier Communication & Coordination
- Serve as first point of contact for routine supplier inquiries including order status, shipping confirmations, and proof of delivery requests
- Assist with supplier onboarding documentation including business registration, banking information, and EDI setup
- Coordinate supplier return authorizations and track RTV shipments through to credit receipt
Reporting & Filing
- Maintain organized digital filing of all purchase orders, invoices, supplier agreements, and credit documentation
Qualifications
Required
- 1–2 years of experience in an administrative or purchasing support role
- Proficiency in Microsoft Excel and general comfort with ERP or inventory management systems
- Strong attention to detail with a high degree of accuracy in data entry
- Organized and able to manage multiple open tasks simultaneously
- Clear written and verbal communication skills for supplier and internal correspondence
Preferred
- Experience in automotive aftermarket, wholesale distribution, or a product-based business
- Familiarity with ERP platforms commonly used in distribution (e.g., Activant/Epicor, Ignition, MAM, Nexpart)
- Post-secondary education in business, administration, or a related field
Job Types: Full-time, Permanent
Pay: $20.00-$23.00 per hour
Benefits:
- Dental care
- Disability insurance
- Life insurance
- Vision care
Application question(s):
- Are you proficient in Microsoft Excel?
Education:
- Secondary School (preferred)
Experience:
- Purchasing Assistant: 1 year (required)
- Automotive Aftermarket: 1 year (preferred)
Language:
Work Location: In person
