Purchasing Admin

Job Description

Job Description

Job Title: Purchasing Administrator Job Description

The Purchasing Administrator provides vital administrative and operational support to the Purchasing department by processing purchase orders, coordinating with vendors, tracking orders, supporting inventory control, and maintaining accurate purchasing documentation. This role ensures that materials and supplies are available to support production while upholding precise records, collaborating with cross-functional teams, and delivering excellent internal customer service within a growing manufacturing organization.

• Prepare and process purchase orders in coordination with the Purchasing Agent, ensuring accuracy and completeness.
• Review purchase requisitions for completeness, accuracy, and compliance with purchasing procedures.
• Enter, update, and maintain purchasing information within the ERP system (Syspro) to ensure data integrity.
• Track purchase orders from placement through delivery, monitoring status and following up as needed.
• Communicate with suppliers regarding order acknowledgments, shipment status, delivery updates, and changes.
• Assist in obtaining pricing, lead times, and product availability from vendors to support purchasing decisions.
• Coordinate with vendors to resolve shipping discrepancies, backorders, and other order-related issues.
• Monitor inventory levels and promptly communicate potential shortages to the Purchasing Agent and relevant stakeholders.
• Assist in maintaining appropriate inventory levels to support production and minimize stockouts or overstock situations.
• Coordinate material deliveries with warehouse and receiving personnel to ensure timely and accurate receipt of goods.
• Maintain organized purchasing files, vendor records, and price lists to support efficient purchasing operations.
• Ensure all purchasing documentation is complete, accurate, and properly filed or stored in the appropriate systems.
• Assist with data entry related to purchasing activities and prepare reports as requested by the Purchasing department.
• Work closely with Engineering, Production, Planning, Receiving, and Accounting to ensure timely procurement of materials.
• Support special purchasing projects and continuous improvement initiatives aimed at enhancing processes and efficiency.
• Provide backup support for Purchasing activities during team member absences or periods of high workload.
• Deliver responsive and professional internal customer service to colleagues and departments relying on timely materials.
• Use Microsoft Office, particularly Excel, to manage data, track orders, and prepare documentation and reports.
• Contribute to a culture of accuracy, accountability, and collaboration within the Purchasing and Supply Chain functions.

• High school diploma or equivalent required.
• 13 years of purchasing, procurement, inventory, customer service, or administrative experience in a manufacturing environment preferred.
• Experience working with ERP systems; familiarity with Syspro is a plus.
• Proficient Microsoft Office skills, particularly Excel, for data entry, tracking, and reporting.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills for interacting with vendors and internal stakeholders.
• Ability to manage multiple priorities in a fast-paced environment while meeting deadlines.
• High attention to detail and accuracy in data entry, documentation, and order processing.
• Experience with purchasing, purchase orders, order entry, and procurement support.
• Experience with inventory support, supply chain coordination, and logistics-related activities.
• Demonstrated administrative support experience, including data entry and documentation management.
• Ability to provide professional customer service to internal and external stakeholders.

• Associate degree preferred.
• Manufacturing or semiconductor industry experience is preferred.
• Understanding of purchasing and inventory processes within a manufacturing environment.
• Familiarity with supplier communication and purchase order management best practices.
• Ability to work independently while collaborating effectively with multiple departments.
• Experience using Outlook and the broader Microsoft Office suite in a professional setting.
• Experience with logistics coordination and working with warehouse or receiving teams.
• Exposure to continuous improvement initiatives within purchasing or supply chain functions.
• Interest in learning and developing under experienced supply chain leadership.
• Motivation to grow within the Purchasing and Supply Chain department as the company expands.

This is an onsite role with standard hours of approximately 8:00 a.m. to 5:00 p.m., with some flexibility as business needs allow. The position is based within a manufacturing company that produces high-purity valves, regulators, and piping manifolds used in critical industries such as semiconductor manufacturing, clean energy, life sciences, and data centers. The role primarily involves office-based work using an ERP system (Syspro) and the Microsoft Office suite, including Outlook and Excel, for data entry, order tracking, and documentation. The Purchasing Administrator will regularly interact with cross-functional teams including Engineering, Production, Planning, Receiving, Accounting, and warehouse personnel. From time to time, the role requires entering the warehouse or production areas to confirm parts, verify deliveries, and coordinate materials. The environment supports significant organizational growth, offering opportunities to learn from experienced supply chain leadership and to evolve within the role and department as the company continues to expand.

This is a Contract to Hire position based out of Portland, OR.

The pay range for this position is $24.00 - $26.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a Contract to Hire position based out of Portland, OR.

This position is anticipated to close on Nov 3, 2026.

This is a fully onsite position in Portland,OR.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.