Purchasing and Administrative Support Specialist

Key Responsibilities:

1. Customer Order Management:

   • Request customer purchase orders to ensure accurate records.
   • Review work orders and pre-invoices while requesting purchase orders to verify accuracy and identify discrepancies.
   • Collaborate with billers to address any errors, returning items as needed for corrections.

2. Accounts Payable Support:

   • Assist the Accounts Payable department by answering phone inquiries professionally and efficiently.
   • Create purchase orders and place orders via email or phone.
   • Process payments for purchases using the company credit card.

3. Front Desk Duties:

   • Provide coverage for the front desk and phone lines when needed.

4. Spreadsheet Maintenance:

   • Update and maintain shared Excel spreadsheets, including purchase orders, customer contact information (name, email, phone number), and other relevant data.
   • Identify discrepancies within spreadsheets and ensure accuracy at all times.

5. Problem-Solving and Organizational Skills:

   • Leverage strong problem-solving abilities to handle challenges effectively.
   • Maintain exceptional organizational skills to manage data, requests, and deadlines efficiently.

Qualifications:

• Proven ability to work independently while maintaining high levels of organization and attention to detail.
• Solid proficiency in Excel and the ability to work with shared spreadsheets.
• Excellent verbal and written communication skills, with a professional demeanor and ability to interact with diverse stakeholders.
• Strong time management skills and dependability, ensuring punctual attendance and consistent performance.
• Prior experience in order management, accounts payable, and administrative duties is a plus.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.