The Job in a Nutshell:

Under the guidance of the Category Manager and as assigned by the department, the Purchasing Assistant is responsible for supporting the purchasing process and successful execution to store level of their assigned portion of the purchasing process.

Applications are accepted by the date below, which may be updated if the hiring timeline is extended.

01/28/2025

Main Ingredients:

New Product, Product Quality and Vendor Coordination

1. Assist in the evaluation of new product submission by eliminating those that do not meet our standards before further reviews
2. Research of product and suppliers by ensuring all quality information is received.
3. Read and evaluate quality information.
4. Keep abreast of changes to FDA,GMPs standards and regulations.
5. Participate in new item reviews and document approvals and rankings
6. Assist in the set-up of new vendors and new items to include local new products.
7. Maintain and update vendor Liability Insurance.
8. Maintain and update local products list by state.
9. Maintain and update Customer Return's Manual
10. Facilitate vendor and broker requests for approved product lists.

Ordering and inventory

1. For Distribution center, for promotional and new item orders, for stores and for stock
2. Processing new store orders including pricing, confirmations and coordination with New Store Operations team
3. Create vendor order and delivery schedule for each new store as appropriate
4. Assist with product recalls and returns
5. Assist with inventory reviews for slow sellers, discontinuations, and set refreshes
6. Update Replenishment Manager for additions and deletions of items on replenishment

Promotional Coordination

1. Create, maintain, and update promotional spreadsheets for entry of sale price and vendor promotional costs for monthly Hotline, Grand Opening and In Store promotions
2. Ensure appropriate vendor contracts on file for promotions
3. Participate in promotional planning sessions and keep follow up documents accurate
4. Identify and facilitate corrections of any vendor promotional discount discrepancies and product line items missing from the promotion and communicate corrections to the Category Managers
5. Process and verify promotional scan back discounts and scan back reports for all promotions including bi-yearly and yearly EDAPs
6. Obtain and maintain product image files to be featured for Health Hotline ads
7. Proof Health Hotline ads
8. Create promotional sign spreadsheet and proof signs for promotions.
9. Create contest eligible-product lists

Pricing Coordination

1. Update and maintain new store discounts
2. Initial processing of price change files for Category Managers final retail pricing approval
3. Work with the Accounting Department on vendor invoicing issues
4. Assist with solving price and/or freight discrepancies
5. Any other assigned data scrubbing involving pricing

Core Set Coordination

1. Learn the basics of product placement guidelines on Vitamin HO SharePoint to provide guidance at the store level
2. Learn basics of supplement core sets and how to maintain the lists to provide guidance at the store level
3. Maintain distributor core set lists

Communications

1. Work with individual stores on questions involving special orders, new items, regular pricing, promotional pricing, product issues and any other questions they have.
2. Work with vendors and brokers to answer questions, ensure appropriate paperwork for new items, quality documents, pricing, promotions, item changes and issues as needed
3. Perform HR Meet and Greet trainings

Although this is a general outline of job responsibilities all employees are expected to be “hands on” and do whatever it takes to get the job done and make the company thrive.

Recipe for Success:

1. Minimum 2 years of experience in the natural foods industry with a working knowledge of schematics and merchandising; supplement and nutrition experience a plus
2. Must have Intermediate Microsoft Excel experience
3. Experience managing projects from inception to completion
4. Must be detail oriented with excellent organization skills
5. Strong relationship building, and influencing skills
6. Excellent communication skills are required
7. Ability to work as part of a team and independently

This job description is not an employment contract.  It does not guarantee a job or that the above listed duties are the limit of responsibilities.  The job and job description are subject to change with and without notice.  Employees are required to accomplish any and all tasks assigned to them by their manager and/or other Store Support Center manager that might not be listed in this job description.