Purchasing Administrative Assistant

Purchasing Coordinator

The Finance & Purchasing Coordinator plays a key role in supporting the organization's financial and procurement operations by accurately processing purchase orders, managing vendor relationships, handling invoice processing and accounts payable support, and performing basic bookkeeping tasks. This position serves as a central liaison between vendors, internal departments, and the finance team to ensure timely purchasing, accurate financial records, and efficient administrative support.

Responsibilities

• Create and process purchase orders in accordance with established company policies and procedures.
• Coordinate the purchase of materials, supplies, equipment, and services to support day-to-day operational needs.
• Maintain up-to-date vendor records, pricing information, and purchasing documentation.
• Communicate with vendors regarding orders, delivery schedules, invoices, and payment inquiries to ensure smooth transactions.
• Monitor open purchase orders and proactively follow up on outstanding deliveries to avoid delays.
• Assist with obtaining quotes and comparing vendor pricing when requested to support cost-effective purchasing decisions.
• Ensure all purchasing records are accurate, complete, and current.
• Process vendor invoices, ensuring proper coding and alignment with accounts payable procedures, including invoice matching and payment preparation.
• Perform accurate data entry into accounting and ERP systems to maintain reliable financial information.
• Maintain financial records, files, and supporting documentation in an organized and accessible manner.
• Assist with account reconciliations and monthly financial reporting activities as needed.
• Support bookkeeping activities, including recording financial transactions and maintaining financial records.
• Prepare and distribute routine financial reports as requested by the finance team or leadership.
• Maintain organized electronic and physical filing systems for purchasing and financial documentation.
• Assist with audits by gathering supporting documentation and records in a timely and accurate manner.
• Respond to internal and external inquiries regarding purchasing status, invoice processing, and payment timing.
• Support continuous improvement efforts related to purchasing, accounting, and financial processes.
• Perform other duties as assigned to support overall business operations and departmental goals.

Essential Skills

• Experience with purchasing, procurement, and purchase order administration.
• Hands-on experience with accounting, invoicing, and accounts payable processes.
• Strong data entry skills with a high degree of accuracy and attention to detail.
• Understanding of basic accounting and bookkeeping principles.
• Knowledge of purchasing and procurement processes and best practices.
• Proficiency in Microsoft Office, particularly Excel, for tracking, reporting, and analysis.
• Experience using ERP, purchasing, or accounting software such as Oracle or SAP is preferred.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Ability to meet deadlines in a fast-paced, transaction-heavy environment.
• Excellent written and verbal communication skills to interact effectively with vendors and internal stakeholders.
• Strong customer service skills with a professional and responsive approach.
• Ability to maintain confidentiality of financial and vendor information.

Additional Skills & Qualifications

• Prior experience in a finance, accounting, or purchasing support role.
• Familiarity with invoice processing workflows and three-way matching in accounts payable.
• Comfort working with ERP systems, including Oracle, SAP, or similar platforms.
• Proven ability to improve or streamline administrative and financial processes.
• High level of reliability, integrity, and attention to detail in handling financial data.

Job Type & Location

This is a Contract to Hire position based out of Nashville, TN.

Pay and Benefits

The pay range for this position is $26.00 - $28.00/hr. 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)

Workplace Type

This is a fully onsite position in Nashville, TN.

Application Deadline

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