Purchasing Administrative Assistant

Purchasing Administrative Assistant

The Purchasing Administrative Assistant provides dedicated administrative support to the Vice President of Purchasing and the purchasing department. This role focuses on coordinating purchase orders, handling a high volume of incoming calls, maintaining accurate documentation, and supporting inventory and supplier management. The position is ideal for a detail‑oriented professional who enjoys working in a fast‑paced, growth‑oriented environment and contributing to the efficiency of purchasing operations.

• Provide comprehensive administrative support to the Vice President of Purchasing and the purchasing department.
• Perform general office duties, including photocopying, faxing, filing, and scheduling appointments for the purchasing team.
• Assemble, update, and distribute training materials and price binders with a high level of accuracy.
• Answer incoming calls professionally, including calls from third‑party delivery drivers, and route them to the appropriate person or department.
• Assist with lost or delayed delivery issues by providing clear directions and information to drivers and internal stakeholders.
• Attend required office meetings and contribute to discussions regarding purchasing processes and improvements.
• Create, process, and follow up on purchase orders to ensure timely delivery and resolve issues that arise.
• Prepare and examine packing slips, verify that purchase order numbers are correct, and confirm that materials are ready to be shipped.
• Work within systems such as FMS, CRM, ERP, TCMS, and Pick systems to support purchasing and inventory activities.
• Distribute incoming mail to the appropriate individuals or departments in a timely manner.
• Assist buyers with ERP system maintenance, including updating vendor information and receiving materials in the system.
• Support the administration of company inventory, including tracking items such as sprinkler heads and monitoring inventory availability.
• Assist in maintaining strong supplier relationships by providing timely communication and support.
• Help resolve invoice issues by coordinating with internal teams and external vendors as needed.
• Collaborate with material pullers to resolve questions and problems related to orders and material availability.
• Work with designers and layout technicians to identify and resolve stock listing errors.
• Ensure compliance with all operating policies, procedures, plans, and programs related to purchasing and inventory management.
• Perform data entry tasks accurately to support purchasing, inventory, and reporting requirements.
• Support continuous improvement efforts within the purchasing function by identifying opportunities to streamline processes and enhance accuracy.

• High school diploma or GED is required.
• A minimum of 3 years of administrative experience is required.
• Significant experience with Microsoft Office programs, with a strong focus on Excel, is required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results is required.
• Strong ability to build positive working relationships with multiple levels of employees and management is required.
• Demonstrated integrity, professionalism, and commitment to company values is required.
• Excellent organizational skills and attention to detail are required.
• Ability to follow up on tasks and assignments in a timely manner is required.
• Excellent written and verbal communication skills are required.
• Ability to perform basic business mathematical functions is required.
• Ability to work with minimal supervision while maintaining high productivity is required.
• Ability to work effectively in a team environment is required.
• Experience handling a high volume of phone calls in a professional manner is required.
• Proficiency in data entry with a high degree of accuracy is required.
• Experience supporting purchasing activities, including purchase order creation and follow‑up, is required or strongly preferred.

• Previous experience in purchasing, manufacturing, or warehousing is a plus.
• Previous experience working with an ERP system is a plus.
• Experience working with systems…