Administrative Assistant - Purchasing Department

Job Description

Job Description

Job Purpose

As an Administrative Assistant you will provide essential support to the Purchasing Department by assisting with purchase orders, email communication, new item creation, and administrative tasks. The position will also provide support to our stores locations as needed, helping ensure their day-to-day operational needs are addressed efficiently and accurately.

The position is scheduled for five (5) days per week, Monday through Friday, with the possibility of overtime and occasional weekend work based on business needs.

Duties and Responsibilities (not limited to any duty as assigned)

• Follow established Standard Operating Procedures (SOPs) for the Purchasing and Receiving Departments.
• Prepare, send, update, and maintain purchase orders for vendors.
• Communicate with vendors to confirm orders, pricing, quantities, delivery dates, and estimated arrival times.
• Verify products, quantities, pricing, invoices, and purchase orders to identify and resolve discrepancies.
• Ensure invoices are received and properly matched to purchase orders before product delivery when required.
• Monitor open purchase orders and follow up on outstanding deliveries and expected receiving dates.
• Coordinate the resolution of damaged merchandise and vendor returns.
• Create and maintain new item records, ensuring product information is complete and accurate.
• Assist with purchasing-related projects and special assignments as needed.
• Prepare and maintain documentation for vendor returns, including return authorizations and related records.
• Process and track vendor billbacks, ensuring supporting documentation is accurate and submitted in a timely manner.
• Review and respond to emails daily, maintaining timely communication with vendors and internal teams.
• Provide support to Purchasing, Receiving, Warehouse, and Cash & Carry operations as needed.
• Perform other duties and responsibilities as assigned by management.

Qualifications

• Excellent communication, interpersonal, and organizational skills, with strong attention to detail.
• Strong customer service skills and the ability to communicate effectively in English; Spanish speaking skills are a plus.
• Highly accurate, dependable, and professional with a strong work ethic.
• High School Diploma or GED required.
• Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Proficient in Microsoft Office
• Flexible and willing to adjust work hours or schedule on short notice based on business needs.

Working Conditions

This position works in an office environment.

Physical Requirements

The physical requirements outlined below are representative of the duties necessary to perform the essential functions of this position. The employee will spend extended periods seated and working at a computer, including frequent use of a keyboard and mouse for data entry and administrative tasks. The position may also require standing, walking, bending, stooping, twisting, and reaching as needed to perform job-related responsibilities.

Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the position.

Preferred Education or Experience

High School diploma required. Associate degree preferred but not required.  At least one year in a purchasing department.

Shift and Expected hours of work

Up to 40 hours Monday to Friday.  Work until required task are completed.