17 Purchasing Assistant Interview Questions and Answers

A purchasing assistant is responsible for the acquisition of goods and services for their organization. They work with buyers and suppliers to find the best deals and get the best prices for the products and services their company needs.

If you’re looking for a job as a purchasing assistant, you’ll likely need to go through a job interview. To help you prepare, we’ve gathered some of the most common questions asked in purchasing assistant job interviews, along with some suggested answers.

Are you familiar with the concept of vendor management?

Vendor management is a process that involves managing vendors and suppliers to ensure the best possible prices for goods and services. Employers ask this question to see if you have experience with vendor management, as it’s an important part of working in purchasing. If you have previous experience with vendor management, share your knowledge on the concept. If you don’t have any experience, explain what vendor management is and how you would approach it if you were hired.

Example: “I am familiar with the concept of vendor management. In my last job, I was responsible for creating purchase orders and communicating with vendors about delivery times and other details. Vendor management is an essential part of my role because it helps me find the best deals for our company.”

What are some of the most important qualities for a successful purchasing assistant?

Employers ask this question to learn more about your work ethic and how you view the role of a purchasing assistant. When answering, it can be helpful to mention qualities that are important for any job, such as being organized, dependable and detail-oriented.

Example: “A successful purchasing assistant needs to have excellent organizational skills. You also need to be able to prioritize tasks and manage time well. I think these two qualities are especially important because they help ensure that all orders get placed on time and accurately. Another quality is communication. As a purchasing assistant, you often communicate with vendors and suppliers. It’s important to be clear in what you’re asking and respectful of others.”

How would you handle a situation where a supplier is offering a product at a price that is higher than what you had budgeted for?

This question can help the interviewer assess your problem-solving skills and ability to make decisions. Your answer should show that you are able to evaluate all aspects of a situation, consider different options and choose an appropriate course of action.

Example: “If I were presented with this scenario, I would first try to negotiate with the supplier for a lower price. If they refused, I would look at other suppliers who offer similar products at a lower price. If none could be found, I would then decide whether it was more important to purchase the product or save money on it. In some cases, it may be worth spending extra money to ensure we have enough inventory.”

What is your experience with negotiating prices with suppliers?

This question can help the interviewer assess your negotiation skills and how you handle challenging situations. Use examples from previous work experiences to highlight your ability to negotiate prices, meet deadlines and manage supplier relationships.

Example: “In my last role as a purchasing assistant, I had to negotiate with suppliers for price reductions on products we ordered regularly. One of our suppliers was raising their prices every quarter, which made it difficult to plan budgets effectively. I called the supplier to discuss the issue and they agreed to reduce their prices by 5% if we placed an order for $10,000 worth of inventory each month. This helped us save money while also meeting our company’s needs.”

Provide an example of a time when you had to source a product or service that the company did not previously use.

This question can help the interviewer understand how you adapt to new situations and challenges. Use examples from your previous experience that highlight your problem-solving skills, ability to collaborate with others and attention to detail.

Example: “In my last role as a purchasing assistant, I had to find a new vendor for our company’s office supplies when our current supplier raised their prices by 20%. I researched several different vendors and found one that could provide us with similar products at a lower price. However, this new vendor did not have an existing contract with our company, so I worked with my manager to create a proposal that outlined the benefits of using this new vendor. After submitting the proposal, we were able to successfully negotiate a better deal with our original supplier.”

If hired, what would be your priorities during your first few weeks on the job?

This question helps employers determine how you plan to fit into their company culture and what your goals are for the role. Your answer should include a few things that you would want to accomplish in your first weeks on the job, such as learning about the company’s purchasing processes or meeting with vendors.

Example: “I know I have a lot to learn when starting this position, so my top priority during my first few weeks would be to get familiar with the company’s purchasing procedures and policies. I also want to meet with our current vendors to introduce myself and see if there is anything we can do to improve our relationship. Meeting with these vendors will help me understand what they expect from us as well.”

What would you do if a supplier was late on delivering a large order?

This question can help interviewers understand how you would handle a challenging situation. In your answer, explain what steps you would take to ensure the supplier delivered on time and that the company received its products or services as scheduled.

Example: “If a supplier was late delivering a large order, I would first contact them to find out why they were behind schedule. If it was due to an issue with their production line, for example, I would work with my manager to find another supplier who could deliver the goods or services we needed by our deadline. If there weren’t any other suppliers available, I would call in additional staff members to help complete the delivery.”

How well do you perform under pressure?

Employers ask this question to see how you react in a high-pressure situation. They want to know that you can perform well when the stakes are higher than usual. In your answer, explain what motivates you and helps you stay calm under pressure.

Example: “I thrive under pressure because I like to prove myself. When there’s a lot at stake, I feel motivated to do my best work. I also find that having a plan for how to handle stressful situations is helpful. I make sure to have all of the information I need before meeting with a supplier or client so I don’t get overwhelmed. This strategy has helped me succeed in previous roles.”

Do you have any questions for us about the purchasing assistant role?

Employers ask this question to see if you have done your research on the company and the role. They want to know that you are genuinely interested in the position, so it’s important to come prepared with a few questions about the job or the company itself.

Example: “I am very excited about this opportunity, and I did my research on the company before applying. However, I do have a few questions for you. First, what is the typical career path for someone in this role? Second, how often does the purchasing assistant interact with other departments? Lastly, what training opportunities are available?”

When negotiating with a supplier, what methods do you use to assess their credibility?

Interviewers may ask this question to assess your negotiation skills and how you apply them in the workplace. When answering, consider describing a specific situation where you used these methods to evaluate credibility and determine whether or not it was worth negotiating with a supplier.

Example: “When assessing a supplier’s credibility, I first look at their reputation within the industry. If they have a good reputation for quality products, I know that they are likely to be reliable. Another method I use is checking if they have any certifications or accreditations. This shows me that they are committed to providing high-quality goods and services. Finally, I always check references before entering into a contract.”

We want to increase our use of renewable energy sources. Are there any renewable energy sources that you would be excited to source for our company?

This question can help the interviewer get a sense of your passion for sustainability and how you might contribute to their company’s efforts. Use examples from your past experience or explain what renewable energy sources you would like to work with in the future.

Example: “I have been passionate about solar power since I was young, so I am excited to learn that your company is already using it. In my last role, we were able to implement wind turbines into our operations as well. I think these two forms of renewable energy are great options because they’re both cost-effective and environmentally friendly.”

Describe your experience with using spreadsheets and other business software.

This question can help the interviewer determine your comfort level with using technology in a professional setting. Use examples from previous work experience to show that you’re familiar with common business software and how it’s used.

Example: “I’ve been using spreadsheets for my job since I started working as an assistant at a marketing firm. My primary responsibility was managing client invoices, so I had to use Excel daily. I also helped train other employees on how to use Excel to manage their own projects. In my current role, I’m responsible for creating new spreadsheets when needed and updating existing ones.”

What makes you an ideal candidate for this purchasing assistant role?

Employers ask this question to learn more about your qualifications for the role. They want someone who is organized, detail-oriented and able to work well with others. When you answer this question, make sure you highlight your relevant skills and abilities that match what they are looking for in a candidate.

Example: “I am an ideal candidate for this purchasing assistant role because I have experience working as a purchasing assistant at my previous job. In this role, I learned how to manage supplier contracts and negotiate prices on behalf of my company. I also gained valuable communication skills when interacting with suppliers over the phone and email. These skills make me confident that I can succeed in this role.”

Which industries do you have the most experience in?

This question can help the interviewer determine if your experience aligns with their company’s industry. Use this opportunity to highlight any skills you have that would be beneficial in this role, such as communication or attention to detail.

Example: “I’ve worked primarily in the food and beverage industry for my entire career, but I also have a lot of experience working with other types of products like office supplies and electronics. This has helped me develop an eye for quality and understand how different industries work together. For example, I know that many restaurants use office supplies like paper and printer ink, so I always make sure we have enough on hand.”

What do you think is the most important thing that a purchasing assistant can do to maintain a positive relationship with suppliers?

This question can help the interviewer understand your interpersonal skills and how you might interact with suppliers. Your answer should show that you value supplier relationships and know how to maintain them.

Example: “I think it’s important for purchasing assistants to be honest with their suppliers, especially when there are issues or concerns about a product. I’ve worked with several suppliers in my past positions, so I have experience with this process. When I had an issue with one of our suppliers, I called them up directly and explained the situation. They were able to resolve the problem quickly, which helped us get back on track.”

How often do you perform quality checks on products or services that you’ve ordered?

This question can help the interviewer determine how much responsibility you take for your work. It can also show them whether or not you’re willing to check and recheck orders before they ship out. Your answer should include a specific example of when you performed quality checks on products or services that you ordered.

Example: “I perform quality checks on every order I place, especially if it’s an important client who needs their product delivered quickly. In my last role as a purchasing assistant, I placed an order with a vendor for 500 pens. The company needed them by the end of the week. I checked the shipment twice before it arrived at our office so that we could give the client what they needed in time.”

There is a common miscommunication between you and a supplier, but you’ve already paid for the order. How do you handle this situation?

This question is an opportunity to show your problem-solving skills and ability to communicate effectively.

Example: “I would first contact the supplier, explain the situation and ask for a refund. If they refuse, I would then speak with my manager about what happened. My manager would call the supplier and request that they issue a refund. If the supplier still refuses, we would have no other choice but to keep the order.”