Job Description

The Purchasing Support Specialist is responsible for supporting the purchasing team through Purchase Order coding, invoice entry, material cost and tax audits, supplier communications, and operational follow-up across multiple business units. This role helps ensure materials, invoices, and purchasing records are processed accurately and efficiently while supporting daily purchasing operations.

This position works closely with Purchasing Agents, Project Managers, suppliers, warehouse personnel, and internal teams to help maintain smooth purchasing workflows and proactive communication.

Key Responsibilities

Invoice, Material & Tax Auditing

• Assist with material audits to identify pricing and invoice inconsistencies.
• Support tax audit processes by identifying invoices where sales tax may have been charged incorrectly on tax-exempt projects.
• Help gather documentation needed for vendor tax correction requests and credits.
• Review invoices and supporting documentation to help ensure accuracy and compliance with internal procedures.
• Assist with organizing audit records and maintaining documentation related to credits and tax reviews.

Supplier Communication & Operational Support

• Reach out to suppliers with scheduled deliveries as early as possible using phone calls or email

• Participate in branch support meetings and supplier meetings as requested.
• Help gather operational feedback regarding supplier performance, delivery issues, communication, and overall service levels.
• Maintain professional communication with suppliers and internal staff.

Tracking & Documentation

• Maintain purchasing logs, trackers, and related documentation.
• Help organize and file purchasing records, tax documentation, and job-related purchasing information.
• Support tracking processes related to purchasing metrics, invoice and tax audits.
• Maintain accurate and organized records.

Process & Operational Improvement

• Support continuous improvement of purchasing procedures and workflows.
• Assist with operational initiatives related to purchasing, inventory, supplier management, and audit processes.
• Help maintain organization and consistency within purchasing systems and processes.
• Participate in training and process development initiatives as assigned.

Purchasing & Data Entry Support

• Support purchasing agents and purchasing leadership with daily purchasing activities.
• Code and enter Purchase Orders accurately and timely within company systems.
• Enter vendor invoices, credits, sales receipts, and other purchasing-related documents.
• Help ensure purchasing records and supporting documentation are complete and organized.
• Provide backup support for purchasing-related data entry functions as needed.

Qualifications

• Must be fluent in English, both written and verbal.
• Strong organizational and communication skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Detail-oriented with strong follow-through and accuracy in data entry and auditing.
• Comfortable communicating with suppliers and internal teams professionally.
• Experience in supply chain coordination, logistics, or procurement preferred, preferably within the construction or mechanical insulation industry.
• Experience with QuickBooks, Google Drives and Microsoft Excel preferred.
• Ability to work independently while supporting a collaborative team environment.

Success in This Role Looks Like

• Purchase Orders, invoices, and purchasing records are entered accurately and timely.
• Tax-related and invoice discrepancies are identified and addressed efficiently.
• Purchasing records and documentation remain organized and accurate.
• Supplier and audit-related concerns are communicated professionally and promptly.
• Useful operational feedback is gathered and communicated from branch and supplier meetings.
• Purchasing workflows are supported consistently and efficiently.
• The purchasing team is better positioned to operate efficiently through reliable day-to-day support.

Work setup:

• Location: Cairo, Egypt
• Hours: 11:00 AM TO 8:00 PM (Egypt Time)
• Hybrid Model: Initial 3-month on-site period in Nasr City, with potential transition to a 3 WFH / 2 in-office schedule based on performance and business needs.