Purchasing Assistant

Purchasing Assistant

Controlled Holdings, an award-winning distributor of HVAC controls, is currently seeking a highly organized and self-motivated Purchasing Assistant to join our Operations Team. The Purchasing Assistant supports the Senior Buyer with the continuous improvement of purchasing processes in alignment with changing organizational needs and market conditions.

We pride ourselves on our culture and excellence, evidenced by multiple honors at the Dealer Design Awards, being voted one of the Best Places to Work in Indiana eleven times, and being recognized as one of the country's 5,000 Fastest-Growing Private Companies.

The Work You'll Do:

• Establish and update approved vendor/supplier database
• Troubleshoot cost, quality, and delivery concerns

• Collaborate with relevant departments to discuss inventory requirements
• Facilitate timely placement of item ordering
• Review purchase orders for proper authorization and compliance with organizational policy and procedures

• Produce regular reports on purchase commitments including costs and delivery performance

• Process purchase order confirmations, follow up on past due purchase orders

• Process supplier price sheets and submit pricing updates

• Coordinate supplier return authorizations (RMAs), credits, and replacement orders while maintaining accurate documentation
• Create freight claims documentation when needed

• Assist receiving with inventory and purchasing discrepancies

• Maintain purchasing dashboards and reports
• Monitor purchasing inbox and distribute requests appropriately

• Assist with new or custom product onboarding 

• Enter new supplier and item information into the ERP system

• Assist team with special sourcing projects
• Update supplier acknowledgements and expected ship dates
• Perform other required tasks as assigned

What we are looking for:

• 1-2 years of administrative experience, purchasing or buying experience is a plus
• Must be extremely organized, with excellent time management skills

• Exemplary verbal and written communication skills 

• Proven track record of fostering positive client relationships 

• Strong analytical skills with a proven ability to execute practical solutions

• Pro-active, outcome-driven mindset