How to Hire Purchasing Assistants: A Practical Guide for Small Businesses

If you’ve ever tried to hire purchasing assistants for your business, you know it’s not as simple as posting a job and hoping for the best. The right procurement staff can make or break your supply chain, and let’s be honest—nobody wants to be caught flat-footed when inventory runs low or costs spiral. Whether you’re a restaurant owner, franchisee, or a busy HR manager, getting this hire right is a big deal. So, how do you find, assess, and keep the best purchasing talent on your team? Let’s walk through it together.

Why Hiring the Right Purchasing Assistant Matters

Procurement: The Unsung Hero of Operations

It’s easy to overlook the folks working behind the scenes, but purchasing assistants are the backbone of your procurement process. They track orders, manage vendor relationships, and keep your shelves stocked—often juggling spreadsheets and supplier calls before you’ve even had your morning coffee. If you ask me, a good purchasing coordinator is worth their weight in gold, especially in industries where margins are razor-thin.

• They ensure cost-effective purchasing, directly impacting your bottom line. For a deep dive into how employee engagement affects business outcomes, check out this Gallup report.
• They help maintain compliance with labor and procurement regulations—something that can save you thousands in potential fines. For more on wage recordkeeping, see the U.S. Department of Labor’s guidelines.
• They support smooth operations by preventing shortages and overstock situations. Curious about how scheduling impacts turnover? Here’s a study on work-schedule instability.

Turnover Hurts—A Lot

Here’s the thing: high turnover in procurement roles is more expensive than you might think. According to industry research, replacing a single front-line employee can cost nearly $6,000. And in restaurants or retail, where turnover is notoriously high, those costs add up fast. If you’re curious about the broader impact, Harvard Business Review shares how some chains keep turnover low.

Finding and Attracting Top Procurement Talent

Where to Look for Purchasing Assistants

Let’s be real: the days of relying solely on newspaper ads are long gone. To find procurement staff who are skilled and reliable, you need to cast a wide net:

• Use digital recruiting platforms—Monster’s guide offers practical tips.
• Tap into referral programs and local networks. For ideas on referral strategies, see SHRM’s toolkit.
• Don’t ignore social media—Instagram and Facebook can be surprisingly effective. Here’s how to use Instagram for hiring hourly workers.

Crafting the Right Job Description

Job descriptions are your first handshake with a candidate. Make it count. Highlight growth opportunities, flexibility, and benefits—these matter more than ever, especially to younger workers. For inspiration, take a look at these tips on employee handbooks and creative job posting ideas.

And don’t forget to call out perks and culture in your postings. Here’s how to highlight benefits in your job descriptions.

Screening and Interviewing Candidates

Screening for procurement roles goes beyond checking for Excel skills. You want someone who’s detail-oriented, a good communicator, and can handle a little chaos when the supply chain gets bumpy. For a list of traits to look for, check out these five signs of committed employees.

Interviewing? Try these motivational interviewing techniques and cultural fit questions to dig deeper than the resume.

Hiring and Onboarding: Setting Up for Success

Streamlining the Hiring Process

If you want to hire purchasing assistants quickly and efficiently, automation is your friend. Platforms like Workstream can cut your time-to-hire in half by automating screening and scheduling interviews. That means less paperwork, fewer missed connections, and more time spent actually running your business. (Honestly, who wants to chase down references all day?)

For more on hiring automation, see Workstream’s hourly hiring platform or learn how Dunkin’ franchisees improved hiring with digital tools.

Onboarding That Sticks

Once you’ve made the hire, onboarding is where you set the tone. A good onboarding experience can boost retention and productivity—no joke. Consider using these onboarding templates to make the process smooth and welcoming.

For more advice on onboarding, check out this Forbes guide and entry interview strategies.

Compliance and Recordkeeping

Don’t overlook the legal side. Accurate recordkeeping is a must for wage and hour compliance. The Department of Labor outlines what you need to track. And if you’re wondering about payroll costs, here’s a payroll guideline for restaurants.

Retention: Keeping Your Procurement Team Engaged

Why People Leave (and How to Make Them Stay)

Let’s face it—turnover in procurement isn’t just about pay. It’s about engagement, culture, and growth. According to Harvard Business Review, young hourly workers are especially likely to leave if they don’t feel valued or see a path forward. Want to know what makes restaurant employees happy? This survey has the answers.

Offering benefits, flexibility, and recognition can go a long way. For more, see DoorDash’s report on benefits and retention and the impact of work-life balance.

Tools to Support Retention

Modern HR platforms like Workstream help keep your procurement assistants engaged by making scheduling, payroll, and communication easier for everyone. With mobile-first tools, you can reduce no-shows, cut down on manual data entry, and keep your team connected—no matter how busy things get.

For more on employee engagement, see Gallup’s research on engagement and performance and retention strategies for the new world of work.

Common Pitfalls and How to Avoid Them

• Rushing the hiring process—take the time to properly screen for both skills and cultural fit. For more, see this breakdown of turnover causes.
• Neglecting onboarding—don’t just throw new hires into the deep end. Use onboarding checklists to set them up for success.
• Overlooking compliance—keep your records straight with these DOL guidelines.
• Failing to offer growth or recognition—see this classic on bringing out the best in people.

Conclusion: Building a Strong Procurement Team (Without Losing Your Mind)

Hiring the right purchasing assistant or procurement coordinator isn’t just about filling a seat. It’s about finding someone who’ll help your business run smoother, save money, and keep your operations humming. With the right approach—and a little help from digital tools like Workstream’s platform—you can cut hiring time, reduce turnover, and make your business a place where top procurement talent wants to stay.

Remember: take your time, use the right tools, and don’t be afraid to ask for help. Your future self (and your bottom line) will thank you.

Further Reading from Workstream

• Explore restaurant hiring strategies for more industry-specific tips.
• Learn how Five Guys scaled their operations with smart hiring.
• Discover why McDonald’s is so profitable—hint: it’s not just about the burgers.
• Get inspired by Culver’s growth secrets and how they built a winning team.
• See how celebrating work anniversaries can boost morale and retention.