Administrative Support Specialist Purchasing & Inventory

Administrative Support Coordinator

The Administrative Support Coordinator provides organizational and administrative assistance to the purchasing, inventory control, and order management functions. This role supports daily operational activities by coordinating documentation, tracking inventory and orders, maintaining accurate records, and assisting internal and external stakeholders to ensure efficient and timely procurement and fulfillment processes.

Administrative Support

• Provide general administrative support to purchasing and operations teams
• Prepare, maintain, and organize records, files, and reports
• Assist with data entry, document preparation, and correspondence
• Support process improvements by maintaining standard operating procedures
• Performs other related duties as assigned.

Purchasing Support

• Assist with the preparation and processing of purchase orders
• Communicate with vendors regarding order status, pricing, and delivery timelines
• Maintain vendor information, contracts, and pricing records
• Support purchasing staff by tracking open purchase orders and discrepancies
• Coordinate documentation related to procurement activities

Inventory Control Support

• Assist with inventory tracking and reconciliation within inventory systems
• Monitor stock levels and report shortages, overages, or discrepancies
• Support cycle counts, physical inventories, and inventory audits
• Maintain accurate inventory records and updates in ERP or tracking systems
• Coordinate with warehouse or operations teams on inventory movement

Order & Management Support

• Support order entry, processing, and tracking from receipt through fulfillment
• Respond to internal inquiries regarding order status and availability
• Assist in resolving order discrepancies and documentation issues
• Maintain accurate records of customer and internal orders
• Provide reporting on order volume, turnaround time, and trends as requested
• Responsible for maintaining bill of materials updates

Required Skills/Abilities:

• Excellent communication skills, including active listening.
• Proficient computer skills with the ability to learn new software.
• Strong organizational and time management skills
• Proficiency with Microsoft Office (Excel, Word, Outlook)
• Attention to detail, accuracy in data management, and ability to multitask in a fast-paced environment

Preferred:

• Experience working with ERP, inventory, or purchasing systems
• Familiarity with supply chain or purchasing processes
• Associate's degree in business, Supply Chain, or related field
• Experience working with vendors or order management systems

Education and Experience:

• High school diploma or equivalent
• 13 years of experience in administrative, purchasing, inventory, or operations support

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.