Sales and Purchasing Administrator

Job Description

Sales & Purchasing Administrator

Department: Sales & Purchasing
Reports To: CEO/General Manager
FLSA Status: Non-Exempt

The Sales & Purchasing Administrator provides administrative support to the sales and purchasing functions while serving as a key point of contact for customers, vendors, and internal operations. This position is responsible for processing customer orders, preparing purchasing documentation, coordinating deliveries, maintaining accurate records, and ensuring timely communication throughout the order fulfillment process.

Success in this role requires exceptional organizational skills, attention to detail, strong customer service abilities, and the ability to manage multiple priorities in a fast-paced environment.

• Process customer orders accurately and efficiently.
• Prepare sales quotes, order confirmations, invoices, and supporting documentation.
• Maintain customer records within the company’s ERP, CRM, or accounting system.
• Respond to customer inquiries regarding pricing, order status, deliveries, and product availability.
• Coordinate with operations to ensure customer orders are fulfilled on schedule.
• Generate sales reports and maintain sales activity records.
• Assist the sales team with administrative projects and customer communications.

• Create and issue purchase orders.
• Coordinate purchases of recyclable materials, supplies, equipment, and services.
• Communicate with vendors regarding pricing, availability, and delivery schedules.
• Maintain vendor files and purchasing records.
• Monitor outstanding purchase orders and follow up on delayed shipments.
• Verify purchase order accuracy against invoices and receiving documentation.
• Assist with vendor onboarding and maintaining supplier documentation.

• Coordinate inbound and outbound shipments with customers, vendors, and transportation providers.
• Schedule pickups and deliveries.
• Monitor inventory levels and communicate replenishment needs.
• Assist with inventory reconciliations and cycle counts.
• Maintain shipping, receiving, and freight documentation.

• Enter data accurately into company systems.
• Maintain organized electronic and paper files.
• Prepare routine reports using Microsoft Excel.
• Answer incoming phone calls and direct inquiries appropriately.
• Support month-end documentation and reporting.
• Assist with special projects as assigned.
• Perform other duties necessary to support sales, purchasing, and operations.

• Assist with accounts payable by reviewing vendor invoices, matching supporting documentation, and preparing invoices for payment.
• Enter invoices and other financial information into the company's accounting system.
• Reconcile purchase orders, receiving documents, and vendor invoices to ensure accur