Six free, editable templates for standard, small-business, entry-level, manufacturing, retail, and clerk versions, with the FLSA classification and pay guidance the generic templates skip. Download as DOCX.
A purchasing assistant supports a company's buying process: preparing purchase orders, tracking deliveries, maintaining vendor records, and keeping supplies on hand. It is a detail-focused, hourly role, and for a growing small business it is often the first hire that brings order to a buying process the owner has been running informally. Writing the posting well starts with matching the version to your business and getting the classification and pay right.
These six templates cover the role across settings: a standard version, a small-business combined role, entry-level, manufacturing or trades, retail or e-commerce, and a purchasing clerk variant. Each is editable and ready to use, with the FLSA and pay guidance the generic templates leave out. For the fundamentals behind any posting, the guide to writing a job description is a useful companion.
TL;DR
A purchasing assistant supports the buying process: purchase orders, order tracking, vendor records, and reorders. The role is non-exempt and hourly, with the closest federal occupation reporting a median near $48,510 a year (about $23 an hour). In a small business it usually combines purchasing with inventory and admin. Six editable templates below, by setting, with FLSA classification and pay guidance built in. Download as DOCX.
What a Purchasing Assistant Does
A purchasing assistant supports a company's buying process by preparing purchase orders, tracking orders and deliveries, maintaining vendor and pricing records, and monitoring stock to flag reorders. The work is clerical and detail-focused, keeping the buying process accurate and organized so the business has what it needs on time.
The closest federal occupation is procurement clerks, which lists purchasing assistant and purchasing clerk as sample job titles. This is distinct from the more senior buyer or purchasing agent role, which selects suppliers and negotiates terms. The assistant supports the process; the buyer owns the decisions.
Duties and Responsibilities
Purchasing assistant duties cluster into four areas: orders and vendors, inventory and tracking, records and paperwork, and support and coordination. A strong job description picks the specific responsibilities from each area that match your business, rather than listing every possible task.
Orders and vendors
Prepare and process purchase orders
Compare quotes and source supplies
Maintain vendor and pricing records
Inventory and tracking
Track orders, deliveries, and backorders
Monitor stock and flag reorders
Keep item and inventory records accurate
Records and paperwork
Match invoices, packing slips, and POs
Keep purchasing documentation organized
Prepare routine purchasing reports
Support and coordination
Support the purchasing manager and team
Coordinate with accounts payable
Communicate with vendors and warehouse
In a small business, the role usually stretches across all four areas plus some admin; in a larger purchasing team it is narrower and more specialized. For a structured way to scope the role, the guide to defining job responsibilities walks through the process.
Which Template Should You Use?
Pick the template by your business and the level of the role. The core is the same across all six, but each emphasizes the duties, schedule, and focus that fit a specific setting, from a combined small-business role to a specialized clerk.
Purchasing Assistant
Standard
The general version: prepare purchase orders, track deliveries, maintain vendor records, and support the purchasing team. The baseline to adapt.
Purchasing & Admin
Small business
For a company without a purchasing department: one person who owns buying and pitches in on inventory and admin. The combined-role reality of an SMB.
Entry-Level / Junior
First role, training
For a first hire into procurement: data entry, order tracking, and records, with no experience required and a clear path to buyer.
Manufacturing / Trades
HVAC, solar, plant
For a shop, plant, or trade: order materials and parts against production or job schedules, with parts and inventory focus.
Retail / E-commerce
Store or online
For a store or online seller: supplier orders, SKU and pricing data, and stock monitoring to avoid stockouts.
Purchasing Clerk
Processing focus
For a records-and-processing role: enter orders, maintain files, and verify paperwork. A close synonym focused on clerical work.
Match the Template to the Role
General purchasing support: Purchasing Assistant (Standard). No purchasing department, one person wears several hats: Purchasing & Admin (Small Business). First hire into procurement: Entry-Level / Junior. A shop, plant, or trade like HVAC or solar: Manufacturing / Trades. A store or online seller: Retail / E-commerce. A records-and-processing focus: Purchasing Clerk.
Download all six as a single editable Word document, or copy individual templates. Each follows the same structure: company and job summary, key responsibilities, qualifications, an hourly compensation block, and how to apply, with an EEO statement. Fill in the brackets and post.
Download All 6 Job Description Templates
Standard, small business, entry-level, manufacturing, retail, and clerk. One editable DOCX.
Template 1: Purchasing Assistant (Standard)
The general version: prepare purchase orders, track deliveries, maintain vendor records, and support the purchasing team. The baseline to adapt to most businesses.
Purchasing Assistant Job Description (Standard)
PURCHASING ASSISTANT JOB DESCRIPTION (STANDARD)
Company: __ ([City, State])
Reports to: __ (Purchasing Manager / Office Manager / Owner)
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Non-exempt (hourly)
Pay range: $_____ to $_____ per hour
ABOUT [COMPANY NAME]
[One or two sentences about your company and the purchasing or operations team
the assistant will support.]
JOB SUMMARY
[Company Name] is hiring a Purchasing Assistant to support our purchasing and
operations team. You will prepare purchase orders, track orders and deliveries,
maintain vendor and pricing records, and help keep inventory and supplies on
hand. This is a detail-focused, hands-on role that keeps our buying process
running smoothly.
KEY RESPONSIBILITIES
•Prepare and process purchase orders accurately
•Track orders, deliveries, and backorders, and follow up with vendors
•Maintain vendor, item, and pricing records
•Compare quotes and help source supplies and materials
•Match invoices, packing slips, and purchase orders
•Monitor stock levels and flag reorder needs
•Keep purchasing documentation organized and up to date
•Support the purchasing manager and operations team as needed
REQUIRED QUALIFICATIONS
•High school diploma or equivalent; some college a plus
•[1-2] years in purchasing, administrative, or clerical work
•Strong attention to detail and organization
•Comfortable with spreadsheets and basic purchasing or ERP software
•Clear written and verbal communication
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per hour
This role is non-exempt and eligible for overtime.
For a company without a purchasing department: one person owns buying and pitches in on inventory and admin. The combined-role reality of a small business, and the version most owners actually need.
For a shop, plant, or trade like HVAC, solar, or distribution: order materials and parts against production or job schedules, with a parts and inventory focus.
[Company Name] is hiring a Purchasing Assistant to support buying and inventory
for our [retail / e-commerce] business. You will place and track orders with
suppliers, help manage product and pricing data, monitor stock across our store
or online catalog, and keep purchasing records accurate so we stay in stock on
the products our customers want.
KEY RESPONSIBILITIES
•Place and track purchase orders with suppliers
•Monitor stock levels and flag reorders to avoid stockouts
•Maintain product, SKU, and pricing records
•Compare supplier quotes and terms
•Match invoices and packing slips to orders
•Help manage product data in the inventory or e-commerce system
•Communicate with suppliers on availability and lead times
REQUIRED QUALIFICATIONS
•High school diploma or equivalent; some college a plus
•[1-2] years in purchasing, retail, or inventory work
•Comfortable with spreadsheets and inventory or e-commerce software
•Strong attention to detail and organization
•Clear communication with suppliers and the team
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per hour
This role is non-exempt and eligible for overtime.
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Template 6: Purchasing Clerk
For a records-and-processing role: enter orders, maintain files, and verify paperwork. A close synonym focused on the clerical side of purchasing.
Purchasing Clerk Job Description
PURCHASING CLERK JOB DESCRIPTION
Company: __ ([City, State])
Reports to: Purchasing Manager / Office Manager
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Non-exempt (hourly)
Pay range: $_____ to $_____ per hour
JOB SUMMARY
[Company Name] is hiring a Purchasing Clerk to handle the day-to-day clerical
work of our purchasing process. You will enter purchase orders, maintain records,
track deliveries, and process purchasing paperwork accurately. Purchasing clerk
and purchasing assistant are closely related titles; use this version when the
role is focused on processing and records rather than sourcing.
KEY RESPONSIBILITIES
•Enter and process purchase orders
•Maintain purchasing records, logs, and files
•Track order status and update systems
•Verify invoices, packing slips, and receipts against orders
•Prepare routine purchasing reports
•Respond to vendor and internal order inquiries
•Support the purchasing team with clerical tasks
REQUIRED QUALIFICATIONS
•High school diploma or equivalent
•[1] year of clerical, data entry, or purchasing experience
•Accurate data entry and strong attention to detail
•Comfortable with spreadsheets and purchasing software
•Organized and dependable
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per hour
This role is non-exempt and eligible for overtime.
To apply, send your resume to __.
[Company Name] is an equal opportunity employer.
Classification, Pay, and Career Path
The details that generic templates skip are the ones that make this hire go smoothly: how to classify the role under the FLSA, how to set the pay range, the career path that attracts good candidates, and the combined-role reality of a small business. Get these right and the posting attracts the right people at the right cost.
A purchasing assistant is almost always non-exempt and hourly
This is the detail generic templates skip, and it matters for getting pay right. A purchasing assistant performs clerical and support work: preparing purchase orders, tracking deliveries, and maintaining records. That work does not involve the exercise of discretion and independent judgment on matters of significance, so the role does not meet the FLSA administrative exemption and is classified non-exempt. In plain terms, the role is hourly and entitled to overtime at one and a half times the regular rate for hours over 40 in a week. Job titles do not determine exempt status; the actual duties and salary do. A senior buyer who independently negotiates and commits the company may be a different story, but a purchasing assistant is paid hourly. This is general information, not legal advice.
Set the pay range from government data, then adjust locally
The closest federal occupation, procurement clerks, which the government lists as including purchasing assistant and purchasing clerk titles, reports a median wage around $48,510 a year, or about $23.32 an hour. That sits right at the national median for all workers, which is a useful anchor: this is a solid, mid-level hourly role, not a high-cost hire. Entry-level pay runs lower, often in the high teens per hour, while experienced assistants in higher-cost markets reach the mid-twenties or more. Set a range based on experience, your local market, and whether the role combines purchasing with inventory or admin. Posting a transparent range, which several states now require, helps a small employer compete. This is general information, not compensation advice.
Name the career path to attract better candidates
Purchasing assistant is an entry point into a clear career ladder: assistant to buyer to purchasing or procurement manager. Saying so in the posting is a low-cost way to attract motivated candidates, especially for an entry-level or junior role where growth potential is part of the appeal. A small business that cannot match a large company on pay can often win on responsibility and advancement, since an assistant at a five-to-fifty-person company touches the whole buying process rather than a narrow slice of it. Mention the path and the breadth of the role, and you widen your candidate pool without raising the budget.
In a small business, the role usually combines purchasing with more
At a company without a dedicated purchasing department, the purchasing assistant rarely does only purchasing. The same person often handles inventory, some accounts payable coordination, and general administrative work. That is normal and worth being honest about in the posting, because it sets accurate expectations and attracts candidates who like variety rather than a narrow specialist who will be frustrated. The combined-role version on this page is written for exactly that reality. Describe the real mix of duties rather than copying a large-company template that assumes a buying team the candidate will never be part of. This is general information, not legal advice.
Median Near $48,510 a Year (BLS)
The closest federal occupation, procurement clerks (which the government lists as including purchasing assistant and purchasing clerk titles), reported a median wage of about $48,510 a year, roughly $23.32 an hour, as of the May 2024 data (O*NET / BLS). That sits right at the national median wage for all workers. The role is non-exempt and hourly. This is general information, not legal advice.
Purchasing assistants are hired for accuracy, organization, and reliability more than for credentials. Scale the requirements to the seniority and setting rather than copying a generic list.
Requirement
What to look for
Education
High school diploma or equivalent; some college a plus
Experience
1-2 years in purchasing, admin, or clerical work; none for entry-level
Detail
Accuracy across orders, records, invoices, and deliveries
Software
Spreadsheets and basic purchasing or ERP software
Communication
Clear contact with vendors and internal teams
Classification
Non-exempt, hourly; overtime over 40 hours a week
Keep the posting neutral and inclusive, since the EEOC prohibits job advertisements that show a preference based on a protected characteristic, and the SHRM guide covers the standard sections of a job description.
Hiring for a Small Business
A large company hires a purchasing assistant into an established buying team with defined processes. A small business hires one for the opposite reason: the owner or office manager has been placing orders informally and has run out of time, and the errors and stockouts are starting to cost money. The role looks different in that context, and the posting should reflect it.
The Combined Role Is the Norm in a Small Business
At a company without a dedicated purchasing department, the assistant usually owns buying and helps with inventory and admin. That is normal, and being honest about it attracts candidates who like variety. After the offer, FirstHR handles the people side: e-signature for the offer letter, an onboarding workflow for paperwork and system access, training modules for your buying process, and document management for signed forms. FirstHR is an onboarding and HR platform, not a purchasing or ERP system, and it does not run payroll, so pair it with those. Applicant tracking is coming soon.
Use the combined-role template, describe the real mix of duties, and name the career path. A small business that cannot match a large company on pay can often win on responsibility and growth, since an assistant at a small company touches the whole buying process rather than a narrow slice.
From Hiring to Onboarding
Once a candidate accepts, the job description becomes the basis for the offer and onboarding. A purchasing role especially benefits from a structured first week, since the new hire needs system access, vendor logins, and a clear picture of how your buying process works before they can be effective.
Send and sign the offer
Confirm the hourly rate, schedule, non-exempt classification, and start date in writing, with an offer letter the new hire can e-sign.
Run the first-week checklist
New hire paperwork, system access, vendor and ERP logins, and an introduction to the purchasing and inventory process.
Train on the buying process
Walk through how orders, approvals, and vendor records work in your business, plus any purchasing or inventory software.
Store the records
Keep the signed offer, tax forms, and onboarding documents organized and accessible in one place.
Once your offer is ready, the offer letter template handles the next step, and an onboarding template gives the new hire a structured start. FirstHR connects the offer, e-signature, onboarding workflow, and document management in one place, so a small business can run the full process from one system. FirstHR is an onboarding and HR platform, not a purchasing or ERP tool, and it does not run payroll, so connect those separately. Applicant tracking is coming soon to FirstHR.
Key Takeaways
A purchasing assistant supports the buying process: purchase orders, order tracking, vendor records, and reorders.
The role is non-exempt and hourly; the closest federal occupation reports a median near $48,510 a year, about $23 an hour.
Use the version that matches your setting: standard, small-business combined role, entry-level, manufacturing, retail, or clerk.
In a small business without a purchasing department, the role usually combines purchasing with inventory and admin.
Name the career path, assistant to buyer to purchasing manager, to attract motivated candidates at low cost.
Classify by the actual duties, not the title; a senior buyer who negotiates and commits funds is a different, more senior role.
Frequently Asked Questions
What does a purchasing assistant do?
A purchasing assistant supports a company's buying process. Day to day, that means preparing and processing purchase orders, tracking orders and deliveries, following up with vendors on late or backordered items, maintaining vendor and pricing records, comparing quotes, matching invoices and packing slips against purchase orders, and monitoring stock levels to flag reorders. In a small business, the role often also covers inventory and general administrative work. The job is detail-focused and clerical in nature, keeping the buying process organized and accurate so the company has the materials and supplies it needs on time. The closest federal occupation, procurement clerks, lists purchasing assistant and purchasing clerk as sample job titles. This is general information, not legal advice.
Is a purchasing assistant exempt or non-exempt under the FLSA?
A purchasing assistant is almost always non-exempt and paid hourly. The role performs clerical and support work, preparing purchase orders, tracking deliveries, and maintaining records, which does not involve the exercise of discretion and independent judgment on matters of significance required for the FLSA administrative exemption. As a non-exempt role, it is entitled to overtime pay at one and a half times the regular rate for hours worked over 40 in a workweek. Job titles do not determine exempt status; the actual duties and salary do. A senior buyer or purchasing manager who independently negotiates contracts and commits company funds may qualify as exempt, but a purchasing assistant who supports the process is non-exempt. This is general information, not legal advice.
How much does a purchasing assistant make?
A purchasing assistant is paid hourly, with pay varying by experience, region, and industry. The closest federal occupation, procurement clerks, which the government lists as including purchasing assistant and purchasing clerk titles, reported a median wage of about $48,510 a year, or roughly $23.32 an hour, as of the May 2024 federal data. That is right around the national median wage for all workers. Entry-level pay tends to run lower, often in the high teens per hour, while experienced assistants in higher-cost markets earn in the mid-twenties per hour or more. Salary aggregators report averages from the mid-$40,000s to around $70,000 depending on methodology. Set a range based on experience and your local market. This is general information, not compensation advice.
What is the difference between a purchasing assistant and a buyer?
A purchasing assistant supports the buying process, while a buyer owns purchasing decisions. The assistant handles the clerical and coordination work: preparing purchase orders, tracking deliveries, maintaining records, and following up with vendors. A buyer, by contrast, selects suppliers, negotiates prices and terms, and commits the company to purchases, exercising independent judgment on what and how much to buy. The assistant role is typically non-exempt and hourly; a buyer is more senior, often salaried, and may be exempt depending on duties. In a typical career path, a purchasing assistant advances to buyer and then to purchasing or procurement manager. In a small business, one person may blend both, which affects both pay and classification. This is general information, not legal advice.
What is the difference between a purchasing assistant and a purchasing clerk?
The two titles are closely related and often used interchangeably, since both map to the same federal occupation, procurement clerks. In practice, purchasing clerk tends to emphasize the clerical processing side of the work: entering purchase orders, maintaining records and logs, verifying paperwork, and preparing routine reports. Purchasing assistant is sometimes a slightly broader title that can include light sourcing, quote comparison, and more vendor coordination, and in a small business it often extends into inventory and admin. Both are non-exempt, hourly support roles in the buying process. Use whichever title fits your business and the emphasis of the role, and match the responsibilities in the template accordingly. This is general information, not legal advice.
Does a small business without a purchasing department need a purchasing assistant?
Often yes, and it is a common and practical hire for a growing small business. As a company grows, the owner or office manager who has been placing orders informally runs out of time, and ordering errors, stockouts, and missed deliveries start to cost money. A purchasing assistant brings order to that process for a modest hourly cost. In a small business without a dedicated purchasing department, the role usually combines purchasing with inventory and some administrative work, which is exactly the combined-role version on this page. Hiring one person to own buying, even part-time, frees the owner to focus on the business while keeping supplies and materials flowing. This is general information, not legal advice.
What skills should a purchasing assistant have?
The core skills are attention to detail, organization, and reliability, since the role is about accuracy across orders, records, and deliveries. Practical requirements include comfort with spreadsheets and basic purchasing or ERP software, clear written and verbal communication for working with vendors and internal teams, and the ability to track many open items at once without dropping any. Basic math and data entry accuracy matter for matching invoices, packing slips, and purchase orders. For an entry-level hire, none of this needs to be pre-existing purchasing experience; a detail-oriented, organized candidate can be trained on the buying process. For a manufacturing or trades role, familiarity with parts and materials is a plus. Match the requirements to the seniority and setting. This is general information, not legal advice.
What should a purchasing assistant job description include?
Start by picking the version that matches your setting: standard, small-business combined role, entry-level, manufacturing or trades, retail or e-commerce, or clerk. Include a short company summary, a job summary, and responsibilities grouped into orders and vendors, inventory and tracking, records and paperwork, and support and coordination. State the FLSA non-exempt, hourly classification, and post a pay range anchored to government data and your local market, which several states now require. List the required skills and experience honestly, and for an entry-level role name the career path to attract motivated candidates. In a small business, describe the real mix of purchasing, inventory, and admin rather than copying a large-company template. Close with an equal opportunity statement and clear apply instructions. This is general information, not legal advice.
