Purchasing Specialist/ Office Manager

Job Description

Job Description

Do you love working in fast-paced environment and wearing many hats?! If so, we'd love to hear from you!

Location- Scotts Valley, CA

Schedule- M-F 7-3:30 or 8-4:30

Pay- $25-28/hr

Position Summary

We are seeking a highly organized and customer-focused Office Manager to oversee daily administrative operations and provide support across customer service, purchasing, accounting, production, and quality functions. This individual will serve as the primary point of contact for customers, coordinate office operations, maintain accurate records, and help ensure projects move efficiently from quote through invoicing.

The ideal candidate is detail-oriented, thrives in a fast-paced environment, and enjoys working cross-functionally to support both office and manufacturing operations.

Key Responsibilities

• Serve as the primary point of contact for customers, vendors, and suppliers via phone and email.
• Respond to customer inquiries regarding quotations, orders, production schedules, delivery status, and general customer service needs.
• Coordinate customer requests for quotations and assist with order processing.
• Maintain customer records and enter accurate data into ERP and accounting systems.
• Generate production schedules and communicate priorities with production teams to support on-time delivery.
• Create customer invoices using JobBOSS and QuickBooks.
• Review purchase orders, supplier invoices, and support Accounts Payable processes.
• Follow up with vendors to ensure timely delivery of materials and resolve discrepancies.
• Maintain organized filing systems for purchase orders, quotations, job files, certifications, and quality records.
• Assist with customer satisfaction surveys, nonconformance reports (NCRs), and quality documentation within the Quality Management System (QMS).
• Read and interpret blueprints and customer specifications.
• Support office operations with data entry, reporting, document control, and general administrative duties.
• Provide backup support for shipping, receiving, packing, and other operational tasks as needed.
• Collaborate with multiple departments to ensure excellent customer service and operational efficiency.

Qualifications

• High school diploma or equivalent required.
• 3+ years of office administration, office management, customer service, or operations support experience.
• Experience in a manufacturing environment is strongly preferred.
• Experience in an aerospace, precision machine shop, or fabrication shop is highly preferred.
• Experience with ERP systems (JobBOSS or similar) preferred.
• Experience using QuickBooks and Microsoft Office, including Excel, Word, Outlook, and PowerPoint.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy.
• Experience supporting purchasing, production scheduling, invoicing, or contract administration is a plus.
• Ability to read blueprints and technical specifications is preferred.

About Capital Staffing Inc: Established in 2011, Capital Staffing, Inc is committed to providing a high level of support to all of our employees. We appreciate your choice in partnering with us for your future employment!

Capital Staffing employs a wide range of highly skilled administrative/customer service, accounting/finance, industrial, healthcare, scientific, manufacturing and IT professionals across various industries.

Capital Staffing, Inc provides contract, contract to hire, and direct placement recruiting services.

We are proud to serve our local community!