Purchasing Assistant

2 months ago
Requisition ID
# of Openings
Area of Interest
Elderwood Administrative Services
Position Type
Regular Full-Time


Elderwood is currently seeking a Purchasing Assistant to join our growing team in Buffalo, NY! The Purchasing Assistant provides support to Director of Purchasing to meet purchasing requirements across organization. Prior Purchasing experience required.


  • Maintain thorough knowledge of Aestiva, Elderwood’s electronic purchasing system. Develop proficiency in Effacts and other software impacting purchasing.
  • Identify and process purchase requisitions in a timely manner.
  • Assist facility purchasing staff with requests for new or alternate products or services and with selection of approved vendors.
  • Contact staff and vendors with questions and answers regarding specifications, pricing, delivery timeframes, etc.
  • Develop and maintain business relationships with Elderwood department heads, functional leads, etc.
  • Ensure proper approvals for purchase requests.
  • Prepare purchase orders and place orders.
  • Develop and maintain business relationships with vendors and manufacturer representatives; schedule regular business reviews.
  • Analyze purchase history data to identify standardization and cost savings opportunities, etc.
  • Verify with vendors that we are receiving the best terms and conditions regarding price, payment, quality and delivery and/or GPO contract participation
  • Maintain vendor and item data in Aestiva, automated purchasing system.
  • Maintain files regarding purchase orders, requisitions, quotes and other pertinent information in a systematic, retrievable, paperless manner.
  • Maintain vendor files including maintenance of current certificates of insurance, approved vendor list.
  • Request and process necessary information for new vendors to Post Acute Partners, including communicating new vendor information to Accounts Payable.
  • Process information necessary to set up facility accounts with new or existing vendors, including credit applications.
  • Perform initial and monthly EPStaffCheck.
  • Maintain Elderwood contract list including contract renewal calendar; manage facility service contracts.
  • Perform administrative activities including answering phones, copying, filing, preparing and distributing reports.
  • Participates in continuing education which may include attendance at trade shows, Elderwood in-services and training in person or electronically.
  • Assist with onboarding of new acquisitions.
  • Assist with training of facility purchasing assistants and routine communications regarding vendors, contracts, etc.
  • Assist with developing and implementing new efficiencies for purchasing.
  • Performs other duties as assigned by management staff or supervisor.


  • Minimum 18 years if age, high school diploma or equivalent and previous work experience in purchasing required.
  • Associates Degree in related field preferred.
  • MS Office (Excel, Word and PowerPoint) proficiency and computer skills required.
  • Strong interpersonal, communication (written and verbal) and analytical skills required.
  • Must be organized and able to manage multiple tasks.


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