Buyer Administrator

Job Title:
Buyer Administrator
Duration: 6+ Months

Location:

Irvine, CA

Position Summary
The Temporary Buyer Administrator provides day-to-day administrative support to the Purchasing/Supply Chain team by:
" Maintaining procurement master and transactional data accuracy in the ERP/administrative system
" Coordinating indirect purchasing workflows (RFQs, quote collection, PO creation)
" Managing supplier compliance recordkeeping and routine supplier follow-up
Key Responsibilities
Procurement & System Administration
" Maintain and update purchasing-related master and transactional data in the ERP/administrative system, including lead times, promise dates, and related supply parameters.
" Coordinate with suppliers & buyers to ensure system information reflects current supplier commitments and supports on-time delivery performance.
" Track and follow up on missing or incomplete supplier information required to keep orders and schedules current.
Indirect Purchasing Support
" Support indirect purchasing activities, including:
o Sending RFQs to suppliers.
o Collecting, organizing, and reviewing quotes for completeness, including pricing, lead time, terms, validity, freight, and applicable surcharges.
o Supporting potential negotiations by preparing comparisons, documenting supplier responses, and highlighting exceptions.
o Creating and placing indirect purchase orders in the ERP/procurement system per approved sourcing decisions.
" Ensure purchase orders are accurate and include required details:
o Part/service descriptions, quantities, delivery dates, ship-to, terms, and required attachments.
Supplier Compliance Recordkeeping
" Proactively request, track, and file updated supplier documentation, such as:
o Supplier Business Questionnaires
o Reps & Cert packages (as applicable)
o Certifications and compliance packages (e.g., quality, regulatory, or other required documents)
" Follow up with suppliers to ensure documentation remains current and complete.
Supplier Communication & Follow-Up
" Serve as a point of contact for routine supplier communication related to quotes, promise dates, and documentation requests.
" Request suppliers to populate/confirm key order information.
" Follow up on overdue quote responses, missing confirmations, and outstanding compliance packages.
" Document communications and maintain organized records to support buyer decision-making and compliance.
Required Qualifications
" 1+ years of experience in procurement administration, purchasing support, supply chain coordination, or a related administrative role.
" Experience working with suppliers to obtain quotes, confirmations, and required documentation.
" Proficiency in Microsoft Office (Excel, Outlook, Word); ability to create and maintain trackers, comparisons, and organized records.
" Strong attention to detail and commitment to data accuracy; ability to manage multiple requests and deadlines.
" Clear, professional written and verbal communication skills.
Preferred Qualifications
"

Experience with ERP/procurement systems (e.g., SAP, Oracle, JD Edwards, or similar).
" Familiarity with indirect purchasing (MRO, services, office/plant supplies, contracts) and basic purchasing terms.
" Experience supporting compliance documentation processes (supplier questionnaires, certifications, quality/regulatory documentation).