Purchasing Assistant

At Keywords Studios we are using our passion for games, technology and media to create a global services platform for the video games industry and beyond. Our aim is to become the “go to” provider of technical services across a variety of service lines.

We enable leading content creators and publishers to leverage our expertise and capacity across the lifecycle of interactive content. In doing so we empower our clients to remain lean and agile and to focus on creating the most engaging experiences.

Keywords Studios is trusted and relied upon by many of the world’s leading video game companies to work alongside them during concept, development and live operations by leveraging the breadth and depth of our industry leading service lines every step of the way. See www.keywordsstudios.com for further information.

Job Summary

The Purchasing Assistant is responsible for the accurate and timely creation and processing of purchase orders, ensuring the efficient procurement of goods and services. This role supports the purchasing team by maintaining accurate records, communicating with suppliers, and ensuring compliance with company policies. The ideal candidate will be detail-oriented, organized, and possess strong communication skills.

Responsibilities

• Purchase Order Creation and Processing:
• Create and process purchase orders accurately and efficiently based on approved requisitions.
• Ensure all necessary information is included in purchase orders, such as product descriptions, quantities, pricing, and delivery dates.
• Confirm order details with suppliers and resolve any discrepancies.
• Maintain accurate and up-to-date records of purchase orders and related documentation.

• Supplier Communication:
• Communicate with suppliers to obtain order confirmations, delivery updates, and resolve any order-related issues.
• Respond to supplier inquiries in a timely and professional manner.
• Assist in maintaining positive relationships with suppliers.

• Data Entry and Record Keeping:
• Enter purchase order data accurately into the purchasing system.
• Maintain organised filing systems for purchase orders and related documents.
• Ensure data integrity and accuracy in all purchasing records.

• Order Tracking and Follow-up:
• Track the status of purchase orders and follow up with suppliers to ensure timely delivery.
• Update relevant departments on order status and any potential delays.
• Resolve any delivery issues or discrepancies.

• Compliance and Documentation:
• Ensure all purchase orders comply with company purchasing policies and procedures.
• Assist in the preparation and maintenance of purchasing documentation.
• Support internal and external audit processes by providing necessary documentation.

• Administrative Support:
• Provide general administrative support to the purchasing team.
• Assist with the preparation of reports and presentations.
• Handle incoming and outgoing correspondence related to purchasing activities.

• Good understanding of purchasing processes.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and an understanding of Google Workspace.
• Strong attention to detail and accuracy.
• Excellent organisational and time management skills.  
• Good communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Detail-oriented and accurate.  
• Organised and efficient.
• Strong work ethic and reliability.
• Ability to follow instructions and procedures.
• Positive attitude and willingness to learn.
• Good communication skills.
• English language skills, other languages are beneficial but not essential

• Tickets
• Walfare
• Fringe
• Learning and Development
• Hybrid Model