Purchasing & Administrative Specialist

Job Description

Job Description

We are a growing retail showroom specializing in high-quality home-finishing products, including tile, flooring, cabinetry, countertops, lighting, hardware, and more. We collaborate with homeowners, designers, builders, and contractors to create beautiful spaces.

We are seeking a motivated, detail-oriented Purchasing, Administrative & Showroom Coordinator to support purchasing, accounting operations, customer service, and showroom activities. This position offers significant growth potential for individuals interested in developing into a full accounting role as the company continues to expand.

Experience in the construction, home-finish, interior design, retail showroom, or building materials industry is strongly preferred.

Position Summary

This is a multifaceted role that combines purchasing, vendor coordination, inventory management, accounting support, front-office reception, and showroom sales assistance. The ideal candidate is highly organized, analytical, customer-focused, and exceptionally proficient in Microsoft Excel.

A primary function of this position is advanced spreadsheet management, including building and maintaining complex spreadsheets, creating formulas and functions, auditing data for accuracy, and reconciling information across multiple systems..

Key Responsibilities

Purchasing, Vendor & Inventory Coordination

• Assist with purchasing showroom materials, stock items, and customer orders

• Create, process, and track purchase orders from placement through delivery

• Maintain vendor spreadsheets, pricing lists, and product catalogs

• Communicate with vendors regarding pricing, availability, lead times, and order status

• Import new products into the POS system and update existing product data

• Maintain accurate inventory records within the POS system

• Monitor inventory levels of showroom samples, stock items, and supplies; recommend reorders as needed

• Coordinate returns, replacements, damaged goods claims, and warranty issues

• Review product specifications and verify accuracy of order details prior to placement

• Maintain purchasing documentation, order history, and inventory records

• Work closely with sales, warehouse, and accounting teams to ensure materials arrive on schedule and records are accurate

Accounting & Financial Support

• Assist with Accounts Payable processing and vendor invoice management

• Assist with Accounts Receivable activities and customer account maintenance

• Perform order reconciliation and invoice matching

Excel & Data Management

• Build, maintain, and improve spreadsheets used for purchasing, inventory, sales, and accounting

• Create and utilize advanced Excel formulas, functions, lookups, and data validation tools

• Reconcile data across multiple systems and reports

• Identify discrepancies and investigate data inconsistencies

• Audit spreadsheets and databases to ensure accuracy and integrity

• Generate reports and provide analytical support for management

Reception & Customer Service

• Serve as the first point of contact for showroom visitors and incoming phone calls

• Greet customers, vendors, and delivery personnel in a professional and welcoming manner

• Assist with scheduling appointments and directing customer inquiries

• Receive, track, and log deliveries related to purchasing and inventory

• Support daily office operations and administrative functions

Showroom Sales Support

• Assist customers with product selections and showroom navigation

• Support sales staff by preparing quotes, product information, and order documentation

• Learn product lines, specifications, and vendor offerings

• Maintain showroom organization, displays, and sample inventories

• Help ensure an exceptional customer experience throughout the sales process

Qualifications

• Prior experience in purchasing, inventory coordination, administrative support, retail showroom operations, or related industries preferred

• Previous accounting experience preferred, including AP/AR support, reconciliations, bookkeeping, or financial administration

• Advanced proficiency in Microsoft Excel required

• Demonstrated experience building spreadsheets, creating formulas and functions, performing data analysis, and auditing spreadsheets for accuracy

• Strong analytical skills with exceptional attention to detail

• Excellent data entry skills with a high level of accuracy

• Experience maintaining vendor lists, pricing structures, and product databases

• Familiarity with POS systems, inventory management software, and accounting systems preferred

• Strong organizational, communication, and customer service skills

• Ability to manage multiple priorities in a fast-paced environment

• Professional demeanor with strong problem-solving abilities

• Ability to learn product lines, specifications, and vendor processes quickly

• Dependable, self-motivated, and team-oriented

Career Growth Opportunity

This position is designed to grow alongside the company. Candidates with strong analytical abilities, accounting aptitude, and a desire to advance professionally will have opportunities to take on increasing accounting responsibilities and develop into a more advanced accounting role over time.

ARCHITECTURAL, DESIGN & CONSTRUCTION MATERIALS
RESIDENTIAL & COMMERCIAL
We deliver passionate expertise, personalized service and an extraordinary collection of tile, stone, kitchen and bath products for discriminating professionals and homeowners that create indelible and timeless results. Visit our exquisite showroom; discover design and materials that will make you Love Where You Live!

Company Description

ARCHITECTURAL, DESIGN & CONSTRUCTION MATERIALS\r\nRESIDENTIAL & COMMERCIAL\r\nWe deliver passionate expertise, personalized service and an extraordinary collection of tile, stone, kitchen and bath products for discriminating professionals and homeowners that create indelible and timeless results. Visit our exquisite showroom; discover design and materials that will make you Love Where You Live!\r\n\r\nPlease call me to: View phone number on ziprecruiter.com, send your resume to: View email address on ziprecruiter.com