Buyer's Assistant

POSITION DESCRIPTION

Position Title: Buyer's Assistant

Reports to: Director of Meat Lunchmeat \& Seafood

POSITION SUMMARY:

The Buyer's Assistant is responsible for providing administrative and operational support to the Buying Department. This role assists Buyers in sourcing, ordering, and managing products while maintaining accurate records and ensuring timely communication with vendors, stores, and internal departments. The Buyer's Assistant helps ensure that the right products are purchased at the right time, meeting company standards for quality, pricing, and availability.

KEY ACCOUNTABILITIES:

1\. Assist Buyers with product research, vendor communication, and purchase order preparation.

2\. Enter and maintain purchase orders in the system, ensuring accuracy in pricing, quantities, and delivery dates.

3\. Track shipments, resolve delivery issues, and communicate with stores regarding product availability.

4\. Document Processing – Accurately and timely process the following:

• Ad items
• Estimates
• SVT documents
• Web ads/downloads
• Meat ads
• Exception reports
• Special ads
• Store reports
• Ad/deal reports

5\. Department Procedures – Implement department procedures to ensure:

• Accurate information entry
• Efficient copying, filing, and faxing
• Professional and effective phone usage
• Careful proofreading of ads
• Timely, accurate, and independent problem solving

6\. Help manage vendor relationships by responding to inquiries, scheduling meetings, and maintaining contact information.

7\. Maintain item files, product specifications, and pricing updates in company systems.

8\. Assist with market research, competitive price checks, and trend analysis.

9\. Support promotional planning by coordinating ad items, special buys, and seasonal programs.

10\. Work with internal departments such as Accounting, Logistics, and Store Operations to resolve discrepancies or issues.

11\. Prepare reports, spreadsheets, and presentations as directed by the Buyer.

12\. Maintain accurate records of contracts, vendor agreements, and compliance documents.

13\. Provide general administrative support including filing, scheduling, and correspondence.

14\. Perform other duties as assigned by the Buyer or Purchasing Manager.

CORE COMPETENCIES:

1\. Attention to Detail: Ensures accuracy in purchase orders, pricing, documents, and product records.

2\. Communication Skills: Builds clear and professional communication with vendors, stores, and team members.

3\. Organization: Manages multiple tasks, deadlines, and priorities effectively.

4\. Analytical Thinking: Assists with data analysis to support purchasing decisions.

5\. Team Support: Provides dependable support to Buyers and department staff.

6\. Problem Solving: Independently identifies and resolves purchasing or vendor\-related issues.

Position Requirements:

• High school diploma or equivalent required; associate or bachelor's degree in Business, Supply Chain, or related field preferred.
• 1–2 years of administrative or purchasing support experience preferred, ideally in retail or grocery.
• Proficiency with Microsoft Office (Excel, Word, Outlook); experience with ERP or inventory systems a plus.
• Strong organizational, data entry, and recordkeeping skills.
• Effective verbal and written communication skills.
• Ability to work independently and as part of a team.
• Strong math and analytical skills.
• Ability to handle multiple priorities in a fast\-paced environment.

Work Environment:

• Office setting with frequent use of computers and telephones.
• Regular interaction with vendors, stores, and internal teams.
• Occasional travel to vendor meetings, trade shows, or store visits may be required.

Diversity Statement:

At Indiana Grocery Group, we believe in diversity and inclusion and always value and treat everyone with dignity and respect. Our associates are passionate about providing excellent customer experiences and helping our associates grow. In order to sustain this culture, we will welcome individuals who are diverse in race, color, creed, religion, sex/gender, sexual orientation, gender identity or expression, age, marital status, national origin, ancestry, disability, veteran status, genetic information, or any other legally protected status. Also, we are committed to sustaining a professional working environment where everyone feels welcome, important, and appreciated.