Purchasing Assistant - Import documentation

About U.S. Spice Mills, Inc.

U.S. Spice Mills, Inc. is a respected manufacturer in the specialty spice industry, dedicated to crafting premium spice products that enhance culinary experiences worldwide. Our reputation is built on a Culture of Excellence and Performance that guides everything we do. Our manufacturing company delivers quality products powered by our talented and dedicated workforce.

Position Overview

We are seeking a detail-oriented Purchasing Assistant to provide clerical support for our import purchasing operations. This administrative role focuses on data entry, document management, and basic tracking tasks to support the import process from supplier to warehouse delivery. The successful candidate will handle a number of clerical duties including maintaining data in our ERP system, uploading vendor documents, monitoring shipment tracking, and communicating with vendors regarding PO’s, shipment documents, invoices, and delivery.

This position is ideal for someone who enjoys being organized and systematic and is comfortable with managing information from multiple sources. The role involves entering purchase order information, checking accuracy of invoices, and entering other PO-related information into our ERP system, and keep track of each PO’s status until delivery to our warehouse. Full training will be provided on all job-specific procedures and systems.

Key Responsibilities

Data Entry & Record Keeping

• Enter shipment information and tracking details into company database system
• Update purchase order status and milestone information in tracking systems
• Maintain accurate records of all import transactions and documentation
• Input vendor information, pricing, and item details with careful attention to accuracy

Document Management

• File and organize all import-related paperwork (ISF forms, Certificates of Analysis, invoices, etc.)
• Scan and upload documents into electronic filing systems
• Maintain current filing systems for easy document retrieval
• Ensure all required paperwork is collected and properly stored for each purchase order

Administrative Communication

• Send routine follow-up emails to vendors requesting missing documents
• Make phone calls to check on shipment status and arrival at rail
• Prepare standard correspondence regarding purchase order updates
• Respond to basic vendor inquiries about documentation requirements

Tracking & Status Updates

• Monitor shipment tracking numbers and update internal spreadsheets with current status
• Check email updates from freight forwarders and logistics companies
• Record arrival dates, delivery schedules, and other key milestones
• Create simple status reports for management review

Clerical Support Tasks

• Prepare basic receive slips with item lists and quantities for warehouse team
• Make copies of important documents for distribution to relevant departments
• Maintain organized desk files and electronic folders
• Assist with basic administrative tasks as needed

System Maintenance

• Perform routine data entry in import tracking software
• Update customer and vendor contact information in company systems
• Verify that all required fields in tracking systems are completed
• Run basic reports from tracking systems as requested

Purchase Order Administration

• Review completed deliveries against original purchase orders
• Mark purchase orders as complete in the system once items are received
• File completed purchase order documentation in appropriate locations
• Assist with basic purchase order discrepancy reporting

Required Skills & Qualifications

Essential Administrative Skills

• Strong organizational abilities and attention to detail
• Comfortable with repetitive data entry and clerical tasks
• Ability to maintain accurate records and filing systems
• Good time management skills to handle multiple routine tasks

Basic Computer Skills

• Proficiency with Microsoft Excel or Google Sheets for data entry
• Comfortable using email for routine business correspondence
• Basic computer literacy and willingness to learn company-specific software
• Ability to scan, save, and organize electronic documents

Communication Skills

• Professional phone manner for inter-department communications
• Clear written communication for basic email correspondence
• Ability to ask questions when procedures are unclear
• Comfortable working with vendors and internal staff on job-related matters

Work Characteristics

• Enjoys systematic, organized work with established procedures
• Comfortable working independently on routine tasks
• Patient with detailed administrative work
• Reliable and consistent in completing daily responsibilities

Preferred Experience

• Previous clerical or administrative experience in any industry
• Experience with data entry or record keeping
• Basic familiarity with office procedures and filing systems
• Any exposure to shipping or logistics documentation is helpful but not required

What We Offer

This position provides an excellent opportunity to gain experience in import operations while performing essential clerical functions that keep our purchasing department running smoothly. The role offers a structured work environment with clear procedures and expectations, making it ideal for someone who appreciates organized administrative work.

Training: Comprehensive on-the-job training will be provided to ensure success in all clerical procedures and company systems.

Important Details:

• The anticipated compensation for this position ranges from $22 to $26 per hour. This is the lowest to highest pay rate that we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the pay range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, performance, shift, and business or organizational needs. The successful candidate may be eligible for annual discretionary merit compensation award and annual bonus.
• This is a full-time, onsite position during first shift.
• Benefits:
  • Holiday Pay
  • Paid Time Off
  • Group Medical Health Insurance
  • Annual Performance Bonus

U.S. Spice Mills, Inc. is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace where all qualified applicants receive equal consideration for employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other legally protected characteristics. We believe that diversity of thought, background, and experience strengthens our team and helps us better serve our customers.