Purchasing & Administrative Operations Representative

Company Overview

Our client is a growing organization focused on delivering reliable products and exceptional service through well-organized purchasing and operational processes. With a strong emphasis on accuracy, collaboration, and vendor partnerships, their team plays a critical role in ensuring smooth day-to-day operations. They are currently seeking a detail-oriented and dependable Purchasing & Administrative Operations Representative to support their purchasing and administrative functions.

The Purchasing & Administrative Operations Representative supports the purchasing lifecycle by coordinating purchase orders, communicating with vendors, and maintaining accurate records across systems. This role is well-suited for someone who enjoys working behind the scenes, managing details, and collaborating across departments to keep operations running efficiently.

This is a full-time, in-office position offering a competitive salary and the opportunity to grow within an operations-focused environment.

Location: Irvington, NJ

Salary: $65,000 USD annually

• Generate purchase orders and manage the “Marked for PO” queue.
• Distribute purchase orders to vendors and ensure timely confirmations.
• Monitor the purchasing inbox for confirmations, tracking information, and vendor updates.
• Record tracking numbers and update corresponding purchase orders in internal systems.
• Create packing lists for dropship orders upon receipt of tracking details.
• Review vendor backorder or out-of-stock notifications and coordinate alternatives with Customer Service.
• Update customer portals when discontinued items require replacement.
• Monitor aging purchase orders and follow up with vendors to obtain status updates.

• Ensure vendor invoices associated with purchase orders are received, reviewed, and addressed promptly.
• Respond to vendor inquiries related to invoices, purchase orders, or payment status.
• Support timely vendor payment processing to avoid delays or account holds.
• Perform general administrative and office support tasks to assist purchasing, accounting, and daily operations.

• Previous experience in purchasing, supply chain, accounts payable, or administrative operations preferred.
• Strong attention to detail with the ability to learn systems and processes quickly.
• Clear, professional communication skills when working with vendors and internal teams.
• Ability to collaborate across departments in a fast-paced environment.
• Highly organized with the ability to manage multiple priorities and deadlines.

The published salary is intended as a guideline to provide candidates with a competitive and market-aligned compensation range. Final compensation will be determined based on experience, skills, and overall fit for the role.

Our client is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, national origin, age, disability, or any other status protected by applicable law. They are committed to fostering an inclusive and respectful workplace for all employees.

Topaz HR is conducting this search on behalf of one of our clients. The client’s name will be disclosed during the interview process, and all hiring decisions will be made directly by the client.