Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to support purchasing, inventory coordination, and day-to-day operational tasks for a growing team in Van Nuys, California. This Long-term Contract position is ideal for someone who enjoys keeping orders, records, and communication organized while working across vendors, internal teams, and logistics partners. The role combines administrative support with purchasing coordination to help maintain product flow, accurate documentation, and timely follow-through in a fast-paced business environment.

Responsibilities:
• Manage purchase order activity from initial entry through final delivery, ensuring documentation remains complete and up to date.
• Maintain inventory and purchasing records by tracking item movement, status updates, and related data with accuracy.
• Assist with production and replenishment planning by updating schedules and helping confirm product availability when needed.
• Communicate with suppliers, vendors, and business partners to confirm order details, delivery timing, and product requirements.
• Support sourcing efforts by helping identify products and coordinating restocking activities to meet inventory needs.
• Organize, track, and distribute product samples for internal stakeholders and external customers.
• Coordinate inbound and outbound shipping activity, including freight arrangements and logistics follow-up.
• Prepare and maintain spreadsheets, reports, and item information to support purchasing accuracy and operational visibility.

• At least 1 year of experience in purchasing, buying, merchandising, inventory support, supply chain coordination, or a related administrative role.

• Familiarity with purchase order processing; experience working with EDI systems is preferred.

• Strong Microsoft Excel skills and comfort using business software for data entry, reporting, and record management.

• Excellent organizational and communication abilities with the capacity to manage multiple priorities effectively.

• High attention to detail with the ability to identify inconsistencies and follow through on corrections.

• A proactive, collaborative work style and willingness to take initiative in a team-oriented environment.

• Experience with accounting or ERP-style systems is an advantage.

• Ability to perform successfully in a fast-moving retail, wholesale, manufacturing, or distribution setting.