Purchasing Administrator

Job Description

Job Description

Job Title: Purchasing Administrator Job Description

The Purchasing Administrator supports day-to-day purchasing operations, customer order administration, and general administrative functions to ensure timely, accurate, and efficient order processing and vendor coordination. This role serves as a key backup resource to the purchasing team and plays a critical part in maintaining smooth supply chain and operational workflows.

• Create and issue purchase orders to suppliers and vendors in a timely and accurate manner.
• Review customer purchase orders and confirm accuracy, including quantities, pricing, and delivery requirements.
• Convert customer demand into clear purchasing requirements to support inventory and production needs.
• Coordinate with vendors regarding order status, acknowledgements, lead times, and delivery schedules.
• Monitor open purchase orders and maintain accurate records within internal systems.
• Follow up on outstanding vendor confirmations and updates to ensure on-time delivery.
• Assist with resolving supplier issues and communicating resolutions to internal stakeholders.
• Support inventory-related purchasing transactions and associated documentation.
• Maintain purchasing data within the organization’s ERP and internal systems, ensuring data integrity.
• Review and enter customer purchase orders into internal systems for order processing.
• Prepare and issue order acknowledgements to customers in a professional and timely manner.
• Maintain customer order records and tracking documentation for easy reference and reporting.
• Coordinate internally with purchasing and operations teams to support accurate and on-time customer order fulfillment.
• Communicate order status updates to internal teams and, when needed, support customer-facing updates.
• Assist with customer service-related support functions tied to purchasing and order activities.
• Perform data entry and document management tasks to support purchasing and administrative processes.
• File and maintain records, both electronic and physical, in an organized and accessible manner.
• Process operational paperwork and supporting documentation related to purchasing and logistics.
• Assist with invoice and purchasing documentation to support accurate billing and record-keeping.
• Support inventory record keeping by organizing and maintaining electronic records.
• Provide general administrative support to cross-functional teams as workload and business needs require.

• Minimum of 2 years of purchasing experience in a professional environment.
• Direct experience creating, processing, and maintaining purchase orders.
• Demonstrated experience working with vendors and managing supplier communications.
• Strong administrative and data entry skills with a focus on accuracy.
• High attention to detail combined with strong organizational and time-management abilities.
• Ability to prioritize multiple tasks and adapt to changing business needs.
• Proficiency with Microsoft Office, including Excel, Outlook, and Word.
• Ability to work independently with minimal supervision while meeting deadlines.

• Experience supporting customer service functions within a purchasing, supply chain, or manufacturing environment.
• Associate degree or higher in Business, Supply Chain, Operations, or a related field.
• Experience working within an ERP system to manage purchasing and order data.
• Familiarity with Sage 100 or similar enterprise resource planning software.
• Background in manufacturing, industrial, or distribution industries.
• Experience with vendor management, logistics coordination, and office support activities.
• Strong communication skills for collaborating with internal teams and external suppliers.
• Comfort with administrative assistance tasks, including document control and record maintenance.

This is a full-time, on-site role with a standard Monday through Friday schedule, working from 7:30 AM to 4:00 PM. The position is based in an office environment that relies heavily on Microsoft Office applications, ERP systems such as Sage 100 or similar software, and electronic record-keeping tools. The work involves regular interaction with purchasing, operations, and customer service teams, as well as ongoing communication with vendors and suppliers. Professional office attire is expected, and the environment supports focused administrative work, collaborative problem-solving, and consistent, structured routines.

This is a Contract position based out of Appleton, WI.

The pay range for this position is $20.00 - $24.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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)

This is a fully onsite position in Appleton,WI.

This position is anticipated to close on Aug 31, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.