Purchasing Administrative Assistant

Job Description The Purchasing Administrator / Office Administrative Assistant ensures seamless end-to-end purchase order processing, accurate financial tracking, and a positive customer experience by effectively managing ERP and CRM systems. This role coordinates subcontractor payments, supports centralized operations, and maintains clear communication with internal teams and external partners to drive operational efficiency and informed decision-making.

Responsibilities

• - Oversee and administer the subcontractor purchase order process from initiation through completion, ensuring accuracy and timeliness.
• - Assist the central operations team with payment reconciliation, accounts receivable activities, and related financial support tasks.
• - Support customer communication by responding to inquiries, providing status updates, and maintaining a professional and service-oriented approach.
• - Coordinate closely with business managers and centralized operations to align on objectives and maintain a consistent, high-quality customer experience.
• - Make a high volume of outbound phone calls to customers and subcontractors to gather information, resolve issues, and confirm details related to purchase orders, invoices, and work orders.
• - Perform accurate data entry of invoices, purchase order numbers, and related financial information into ERP and CRM systems.
• - Monitor monetary alignment between documents and system records, promptly identifying and resolving discrepancies.
• - Maintain organized records and documentation for purchase orders, invoices, and subcontractor payments to support reporting and audits.
• - Provide general administrative support to business managers and centralized operations, including preparing reports, updating records, and handling other tasks as directed.
• - Collaborate with subcontractors at both installer and business owner levels to ensure smooth operational workflows and timely completion of work.
• - Use ERP and CRM tools to track work orders, manage financial data, and support operational decision-making.
• - Contribute to continuous improvement of purchasing and administrative processes by sharing feedback and suggesting enhancements.

Essential Skills

• - 13 years of experience in an office, administrative, or assistant role.
• - High school diploma or equivalent; associate or bachelors degree preferred.
• - Demonstrated experience with purchasing administration, including purchase order processing and invoice entry.
• - High attention to detail, particularly regarding monetary alignment between documents and systems.
• - Strong organizational and multitasking skills with consistent attention to detail.
• - Excellent verbal and written communication skills, with the ability to interact confidently with customers and subcontractors.
• - Comfort and proficiency in making a high volume of outbound phone calls to customers and subcontractors.
• - Proficiency in Microsoft Office applications, including Word and Excel.
• - Experience working with ERP systems for purchase orders, invoicing, and work orders.
• - Experience working with CRM systems to manage customer interactions and operational data.
• - Strong data entry skills with a focus on accuracy and completeness.
• - Customer service orientation with the ability to build positive relationships and resolve issues effectively.

Additional Skills and Qualifications

• - Associate or bachelors degree in business, administration, or a related field is preferred.
• - Experience with both ERP and CRM platforms, including understanding of purchase orders, invoicing, and work order workflows.
• - Ability to interact professionally with subcontractors at installer and business owner levels.
• - Strong people skills, including active listening, clear communication, and relationship…