Administrative Assistant - Purchasing Department

Job Description

Job Description

Job Purpose

To support the Purchasing/Buying team with daily tasks and activities, including new item setup, vendor returns, price changes, miscellaneous item-related requests, and inventory needs. Provide support to Cash & Carry locations as needed to ensure efficient day-to-day operations.

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

• Assist Buyers with item- and vendor-related tasks and requests.
• Prepare and process purchase orders accurately and timely.
• Communicate with vendors to confirm orders, pricing, quantities, delivery dates, and estimated arrival times.
• Ensure invoices are received and properly matched to purchase orders prior to 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, accurate, and up to date.
• Assist with price changes, inventory needs, and other item-related updates as required.
• Support purchasing-related projects, special assignments, and other departmental initiatives.
• Process and track vendor billbacks, ensuring supporting documentation is accurate, complete, and submitted in a timely manner.
• Review and respond to emails daily, maintaining timely and professional 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

• High school diploma or equivalent required; associate degree in Business, Supply Chain, Purchasing, or a related field preferred.
• 1–2 years of experience in purchasing, buying, inventory, accounts payable, merchandising, or a related administrative role preferred.
• Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines.
• Strong attention to detail and accuracy when working with purchase orders, pricing, invoices, item information, and inventory.

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.

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