Procurement & Administrative Associate

Job Description

Job Description

Benefits:

• 401(k)
• Bonus based on performance
• Competitive salary
• Employee discounts
• Health insurance
• Paid time off
• Company parties
• Training & development

Procurement & Administrative Associate California Operations

Who We Are

At Oasis Luxury Smart Homes, our greatest strength is our people — the ones who mix reliability with curiosity, and professionalism with just enough personality to make the workday feel alive. We’re a team that shows up ready to collaborate, to learn, and to bring high-quality technology experiences to life for our clients.

We hold ourselves (and each other) accountable, celebrate growth, and operate with a joyful, solutions-based mindset. Many of our team members have been with us for years — and it shows in the upbeat, can-do energy that fills our offices and showrooms.

If you’re hardworking, positive, detail-oriented, and take pride in supporting a great team, you’ll feel right at home here.

What We’re Looking For

We’re seeking a Purchasing, Inventory & Administrative Specialist to support purchasing, inventory management, accounting data entry, and vendor logistics for our Southern California operations. We have showrooms in Anaheim and in CDM, this role will report to the Anaheim office. 

This role keeps the operational heartbeat steady: ordering accurately, receiving cleanly, reconciling faithfully, and ensuring our systems stay organized and up to date. The ideal candidate is precise, proactive, and not afraid to track down answers. If you love tidy records, clean data, and everything in its rightful place, this is your happy place.

Duties & Responsibilities

Purchasing & Vendor Coordination (California)

• Create and manage purchase orders for California projects and warehouse stock.

• Confirm pricing, stock availability, and delivery timelines with approved vendors.

• Track order status, shipments, and delivery confirmations.

• Reconcile received items and vendor invoices against purchase orders, quotes, and packing lists.

• Partner with Finance/AP to resolve discrepancies, credits, mis-shipments, or missing invoices.

• Record and reconcile one-off employee credit-card purchases, coding items properly and entering them into the accounting system.

• Maintain organized vendor, purchasing, and transaction records for clean audit trails.

Light Accounting & Administrative Support

• Enter purchasing, inventory, and vendor data into the accounting system with accuracy and timeliness.

• Assist the CFO with light accounting tasks including:
  • Reviewing vendor statements

  • Preparing invoices for payment

  • Auditing credit card transactions

  • Organizing AP documentation and digital records

• Support month-end administrative tasks related to purchasing and inventory, as assigned.

• Maintain confidentiality and accuracy in all financial-related workflows.

Warehouse Operations

• Receive and inspect deliveries; log items accurately in the inventory system.

• Keep inventory records updated; conduct periodic stock counts and resolve discrepancies.

• Stage equipment for projects; record all outgoing equipment promptly.

• Keep stock and warehouse areas organized and labeled.

• Track equipment movement between warehouse and job sites; ensure technician check-out procedures are followed.

• Process RMAs and product returns per vendor/company procedures.

• Communicate regularly with the Purchasing Manager, Billing, Installation, and Sales teams.
• Service as parts runner as needed.

Administrative & On-Site Support

• Maintain cleanliness and organization within the office and warehouse.

• Handle incoming calls, take messages, and route escalations to the correct team members.

• Receive and distribute mail, notices, and deliveries within the office.

Experience & Skills

• 2+ years in logistics, purchasing, inventory management, or related operations.

• Experience with accounting data entry or light accounts payable strongly preferred.

• Proficiency with purchasing, inventory, or ERP software—or demonstrated ability to learn quickly.

• Highly organized with strong analytical and reconciliation skills.

• Clear communicator and collaborative team player.

• Able to troubleshoot discrepancies with persistence and curiosity.

• Knowledge of residential home technology or low-voltage equipment is a plus.

• High School Diploma or GED required.

Physical Requirements

• Ability to regularly lift 30+ lbs.

• Ability to bend, kneel, squat, and stand for extended periods.

Perks & Benefits

At Oasis Luxury Smart Homes, our success is tied to the growth and wellbeing of our people. We offer:

• Competitive hourly rate (DOE)

• Employer-covered health insurance

• 401(k)

• Bonus eligibility through a personal performance incentive plan

• PTO & Sick Time

• Deep employee discounts on the latest and greatest AV gear