Procurement and Administration Assistant

Procurement & Administration Assistant Position summary

The Procurement & Administration Assistant supports purchasing, receiving and account reconciliation for frames and inventory across Ocala Eye's offices. This is the second position on the procurement team, working alongside the Procurement & Administration Specialist and sharing the same set of duties.

Department Optical Reports  to Director of Sales Works under the guidance of Procurement & Administration Specialist Location Heath  Brook Admin Status Full  Time Working relationship. This role reports to the Director of Sales. The Procurement & Administration Specialist doesn't supervise this position, but sets the standard for how procurement work gets done. The Assistant is expected to follow the Specialist's processes, lead and direction on day-to-day tasks, and to bring questions about process to the Specialist first.

Essential duties and responsibilities

These duties are shared with the Procurement & Administration Specialist. How they're divided day to day is set by the Specialist and the Director of Sales.

Ordering and receiving

Place orders for frames and other inventory following established purchasing procedures.

Receive shipments, check contents against packing slips and purchase orders, and record receipt in Optical and Aesthetics point of sale systems

Flag shortages, damaged goods and incorrect shipments, and follow up with vendors until resolved.

Reconciliation and daily balancing

Balance daily work and resolve discrepancies before close of business.

Match vendor statements and invoices against what was ordered and received before they're approved for payment.

Research and resolve billing errors, credits and price discrepancies with vendors.

Returns, refunds, warranty and discontinued product

Process returns to vendors and track credits and refunds through to completion.

Handle warranty claims for frames and related product on behalf of all offices.

Manage discontinued product: identify it, coordinate returns or pull-backs from offices, and update records.

Staff support

Serve as a resource for office staff on how to correctly document and place orders.

Answer staff questions about order status, returns and warranty claims.

Point out recurring documentation or ordering errors to the Specialist so processes can be corrected.

Other Cover the Specialist's responsibilities during absences, following the Specialist's established procedures.

Other related duties as assigned.

Qualifications Required High  school diploma or equivalent.

Strong attention to detail and comfort working with numbers.

Working knowledge of Microsoft Excel and email.

Ability to follow established procedures and take direction from a lead.

Preferred Experience in purchasing, receiving, accounts payable, inventory or a similar administrative role.

Skills and traits

Organized and able to track many open items (orders, returns, claims) ar, patient communicator with staff and vendors.

Follows through on discrepancies until they're resolved.

Handles confidential financial information with discretion.

Physical requirements

Able to lift and carry boxes up to 25 pounds when receiving shipments.

Extended periods of computer work.