Purchasing Admin Assistant (Full Time, 40 hrs) Tropical Shell & Gifts

Job description:

Required Knowledge, Skills and Abilities

• Calendar Management:  Efficiently manage buyer’s calendars, including scheduling appointments, out of office notices and coordinate meetings (onsite & virtual) to ensure department time is optimized for essential tasks.
• Email and Communication:  Screen, prioritize, and respond to emails and other communications on behalf of buyers; maintaining professionalism and confidentiality.
• Travel Arrangements:  Arrange domestic travel itineraries including flights, accommodations, transportation, and show registrations while optimizing costs and convenience. Process expenses in a timely and accurate manner through online portal.
• Document Preparation:  Draft, edit, and proofread various documents, reports, presentations, and correspondence to ensure accuracy and consistency. Ability to accurately calculate, analyze and resolve revenue documents and reports.
• Meeting Coordination:  Set up cameras, speakers, access connections for virtual meetings. Prepare agendas/revenue reports for onsite & virtual meetings.
• Information Management:  Manage and organize proprietary information and documents to ensure quick retrieval while maintaining confidentiality.
• Project Support:  Assist with special projects, research, and analysis as assigned by buyers: provide relevant insight and deliver results within specified timelines.
• Office Administration:  Oversee general office tasks, such as ordering supplies, maintaining office equipment, and handling incoming calls or visitors; ensuring a professional and productive work environment.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Referral program
• Vision insurance

REQUIREMENTS

Qualifications:

• Experience in the Retail Purchasing industry a plus.
• Data Entry – preferred 3-5 years experience.
• Advanced skills in Microsoft Suite to include Excel, PowerPoint, Outlook, Word (used within the past year). *Must pass an Excel and Outlook exam.
• Internet experience includes payroll, travel, virtual meetings, and vendor applications.
• Proficiency with various office equipment (scanners, printers) and filing systems.
• Ability to multi-task professionally within a busy environment. Collaborate respectfully with colleagues to exceed shared department objectives and company goals.

Job Type: Full-time

Application Question(s):

• Are you currently living in Key West or the Lower Keys?

Experience:

• Microsoft Excel: 3 years (Required)
• Data entry: 3 years (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Key West, FL 33040 (Required)

Work Location: In person