Purchasing Assistant

Job Title: Purchasing Assistant
Department: Accounting
Reports To: Director of Finance
FLSA Status: Non-exempt
Effective Date: January 2026

White Oak conserves and sustains some of the earths rarest wild animals through innovative training research education and conservation breeding programs that contribute to the survival of wildlife in nature. The conservation programs span 600 acres along the St. Marys River in northeast Florida surrounded by 22000 acres of mixed forest and wetlands that make up the beautiful White Oak property. Founded in 1982 White Oak leads professional efforts to improve veterinary care develop holistic animal management techniques and better understand the biology of critically endangered species by providing excellent care and managing conservation programs for over 30 species of imperiled wildlife in large naturalistic habitats.

White Oak Mission:
Saving endangered wildlife and habitats through sustainable populations expanding education initiatives and responsible land stewardship.

Job Summary:
The Purchasing Assistant assists in properly maintaining operating and carrying out the duties and procedures related to the effective operations of the conjunction with White Oak Management and the Purchasing Agent maintains adequate supplies in stock to satisfy the needs of the organization through effective purchasing procedures and other job related duties.

Essential Duties:

o Matches Purchase Orders and/or Item Receipts to Invoices for submission to accounts payable;
o Prepare and ship packages via USPS/UPS/FedEx and other carriers
o Receives items distributes to appropriate department records receipt in QB
o Evaluates items received against Purchase Order and resolves discrepancies with vendor
o Follows up with supplier/vendor when items are delayed or missing from shipment until issued are resolved
o Works closely with Accounting and Purchasing Admin Vendor Supplier and others to ensure that all discrepancies in Invoice/Purchase Orders/Item Receipts are resolved in a timely manner to ensure that Accounts Payable has adequate time to make on-time payments.
o Works with Purchasing Agent to obtain missing POs.
o Issue Purchase Orders as needed or directed by team members
o Completes purchases as necessary
o Assists Purchasing Agent with storeroom coverage policies & procedures
o Receives inventory items ensures items are in acceptable condition to receive and takes appropriate action to notify shipper if item is damaged
o Store inventory in proper place in storeroom as stock items are received
o Alerts proper staff when arrival of packages are ready for pickup; ensures proper sign-out procedure and package acknowledgment is followed
o Fulfill all storeroom inventory orders received from staff. Ensures proper sign-out procedures are followed
o Audit inventory in storeroom and replenish items as needed
o Assist with the delivery and pickup of materials as needed including off-property pick up
o Keep storeroom clean and organized as well as shipping/receiving area

The above cited duties and responsibilities describe the general nature and level of work performed by people assigned to the job. They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform.

Education and Work Experience Requirements:
High School Diploma or equivalent required
Minimum of one year experience in purchasing storeroom or warehouse procedures (purchasing vendor records inventory management shipping/receiving etc.)
Experience with remote server environments (such as RightWorks or similar hosted environments) preferred.
Must have valid Drivers License

Knowledge/Skills/Abilities:
Working knowledge of desktop functions and general office equipment. Experience with QuickBooks Desktop preferred.
Familiarity with internal purchasing policies and approval workflows.
Professional written and verbal communication skills for internal and external correspondence.
Knowledge of methods of preparation for bid and quotation documents.
Knowledge of procedures for requisitioning and receiving supplies.
Able to store and catalog supplies for inventory control.
Able to maintain Orderly Records.
Able to work independently with minimal supervision.
Able to maintain cooperative and effective working relationships with vendors suppliers and White Oak staff.
Able to properly lift heavy packages and boxes.
Skilled with performing basic math and arithmetic calculations quickly and accurately.
Able to understand and follow oral and written directions.
Able to perform duties effectively and timely.
Able to plan organize and schedule work.

Physical Requirements Hazards and Special Working Conditions:
Indoor/outdoor environment subject to changing conditions and temperatures exceeding 90 degrees at times.
Regular exposure to fumes dust odors heights moisture and loud noises.
Work around machinery and motorized equipment.
Work in a shop/storeroom.
Changing priorities and interruptions.
Standing and walking for extended periods of time.
Occasional bending kneeling or crouching.
Reaching overhead above the shoulders and horizontally.
Lifting carrying pushing and pulling object(s) weighing up to 75 pounds.
Continuous hand-eye coordination and manipulation of large and small objects.
Perform physically demanding work.

White Oak Conservation is committed to creating an environment where diverse perspectives are welcome and to nurturing a culture where everyone feels valued and appreciated. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to gender race color age national origin religion disability marital status sexual orientation gender identity/expression citizenship pregnancy or maternity veteran status or any other status protected by applicable national federal state or local law.