Purchasing Administrator

Position Title: Purchasing Administrator Department: Supply Chain

Reports To: Supply Chain Manager FLSA : Exempt

GENERAL SUMMARY

We are seeking a detail-oriented Purchasing Administrator to support the day-to-day administration of our purchasing activities. You will process requisitions and purchase orders, maintain accurate supplier and purchasing records, and coordinate with suppliers, receiving and finance to keep the procure-to-pay process running smoothly and in compliance with company policies and FDA requirements.

ESSENTIAL JOB FUNCTIONS

• Review requisitions for approvals and convert them into accurate purchase orders in the ERP system.
• Send purchase orders to suppliers and confirm pricing, quantities and delivery dates.
• Track open orders and shipments, expedite late deliveries, and update requesters on status.
• Coordinate vendor onboarding and offboarding, including required documents and master data.
• Resolve discrepancies between purchase orders, receipts and invoices so vendors are paid on time.
• Monitor indirect supply levels and place replenishment orders to prevent shortages.
• Maintain purchasing documentation per company procedures, FDA requirements and audit needs.

OTHER DUTIES AND RESPONSIBILITIES

• Maintain accurate purchasing records and prepare routine reports (e.g., open orders, spend).
• Gather supplier quotes and support the Buyer and Supply Chain Manager with procurement data.
• Other responsibilities when needed

PREPARATION, KNOWLEDGE, SKILLS & ABILITIES

• Strong attention to detail and organizational skills with a high level of accuracy.
• Clear communication skills for working with suppliers and internal teams.
• Proficiency in MS Office, especially Excel; ERP or purchasing system experience is preferred.
• 1-2 years of purchasing or administrative experience with a high school diploma or equivalent; associate degree in business or supply chain management is preferred.
• Experience in a small business or startup environment working with FDA compliance is preferred.