Purchasing Assistant

Job Title: Purchasing Assistant
Location: Belgrade, Serbia (in office)
Hours: 7am – 4pm CST(US Time) / 2pm – 11pm CET (Serbia Time)
Department: Procurement
Employment: Contract
Reports to: Procurement Director

Position Overview

The Purchasing Assistant supports the Procurement team at the Shared Services Center in Belgrade, Serbia, working in alignment with U.S. operations hours. This role is responsible for the accurate and timely processing of service entries, purchase orders, and procurement documentation in SAP. The Purchasing Assistant plays a critical role in ensuring supplier payments are made on time and that financial records are correctly maintained for monthly reporting.

Key Responsibilities:

Service Entry Processing

• Process 500+ service entries per month with accuracy and timeliness in SAP.
• Verify purchase order and invoice values against approved documentation.
• Obtain and confirm required stakeholder approvals prior to posting.
• Process manual accrual entries, accrual reversals, and actual invoice service entry postings.
• Move completed entries to appropriate folders for Accounts Payable processing or invoice dispute resolution.
• Reference: MzyRqTt1tsc_xf2lN8-gAj_bc0J_dOoojAsGAiUhZTshWgy5WIa1wQUGxbxC5ELU

Purchase Order Management

• Create and process purchase orders to support buyer enablement and timely procurement.
• Monitor open POs and follow up on delivery confirmations.
• Maintain organized PO documentation in alignment with company policy.

Invoice & Dispute Resolution

• Identify and resolve invoice discrepancies through coordination with suppliers and internal stakeholders.
• Support reduction of the Goods Receipt / Invoice Receipt (GRIR) backlog to 30 days or under.
• Escalate unresolved discrepancies to appropriate team members.

Vendor Management & Onboarding

• Coordinate new vendor onboarding, including documentation collection and system setup.
• Ensure vendor records are accurate and compliant with company standards.
• Support vendor compliance tracking and reporting.

Reporting & Documentation

• Maintain accurate procurement records to reduce errors, disputes, and compliance risks.
• Assist with on-time delivery reporting and procurement performance metrics.
• Support scheduling agreement maintenance and material requirement tracking activities.

Other Tasks as Assigned

Qualifications:

• 2+ years of experience in procurement, purchasing, or a related administrative role.
• Proficiency in SAP or a comparable ERP system, particularly in purchasing and materials management modules.
• Strong attention to detail with the ability to manage high-volume, time-sensitive data entry.
• Working knowledge of Excel, including functions such as VLOOKUP, SUMIF, and pivot tables for data tracking and reporting.
• Excellent organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
• Effective communication skills in English (written and verbal) for coordination with U.S.-based teams.
• Experience with service entry processing, accrual entries, and invoice reconciliation preferred.
• Familiarity with Accounts Payable processes and vendor management workflows preferred.

Success Profile:

A successful Purchasing Assistant will be a detail-oriented, reliable team member with a strong sense of ownership over procurement processes. They will ensure accurate, timely entries that protect supplier relationships and support financial integrity. Comfortable working in a high-volume environment, they will proactively resolve discrepancies, maintain organized documentation, and communicate effectively across time zones. Their precision, dependability, and process-driven mindset will be essential to supporting the broader procurement team.