Admin Assistant (Purchasing)

Job Description

Job Description

Admin Assistant (Purchasing)

Location: Crosby, TX

Description:

Provides administrative and operational support for Crosby Yard by managing procurement activities, supporting receiving and expediting functions, and serving as the primary front office contact for visitors and employees. This role ensures smooth day-to-day operations, accurate processing of purchase requisitions and receipts, and effective communication between yard personnel, vendors, and corporate teams.

Responsibilities

• Create and submit Purchase Requisitions (PRs) in Oracle for yard operations
• Coordinate with requesters to ensure accurate item descriptions, quantities, and required dates
• Work with Supply Chain and vendors to obtain quotes and ensure timely processing of orders
• Track open PRs and Purchase Orders (POs) for status and follow-up
• Receive against Purchase Orders in the system and verify quantities and accuracy
• Coordinate with yard personnel to confirm material receipt and discrepancies
• Maintain organized records of received materials and documentation
• Assist with tracking inbound/outbound materials and supporting inventory visibility
• Monitor status of open orders and follow up with vendors on delivery timelines
• Communicate delays or changes to operations/team members
• Coordinate with Supply Chain and expeditors to ensure critical materials arrive on time
• Maintain updated tracking logs for key orders
• Monitor status of open orders and follow up with vendors on delivery timelines
• Communicate delays or changes to operations/team members
• Coordinate with Supply Chain and expeditors to ensure critical materials arrive on time
• Maintain updated tracking logs for key orders
• Serve as first point of contact in the main office for visitors, vendors, and employees
• Other job duties as required

 

Qualifications

• Minimum 3 years’ experience as an administrative assistant
• Versatile, highly focused and results oriented in organizing and prioritizing time sensitive issues
• Proficient knowledge of Windows programs with emphasis on Word, Excel, PowerPoint and Outlook. SharePoint & Oracle is a plus
• Ability to multi-task and handle competing demands for time

PREFERRED QUALIFICATIONS

• High School graduate with some higher education preferred

BEHAVIORAL COMPETENCIES

• Strong organizational and multitasking skills
• Attention to detail and data accuracy
• Ability to communicate effectively with vendors and internal teams
• Proactive follow-up and problem-solving mindset
• Ability to work independently in a fast-paced yard environment

TECHNICAL COMPETENCIES

• Demonstrate ability to use Microsoft Office Applications
• Knowledge or the ability to learn company systems quickly
• Capable of using Oracle – Internet Expenses, Purchase Requisitions, Invoicing
• Knowledge of Teams and how to use company conference rooms, set up meetings

PHYSICAL REQUIREMENTS / WORKING CONDITIONS

• Based in Crosby Yard office environment
• Frequent interaction with yard personnel, vendors, and delivery drivers
• May involve walking between office and yard areas