Administrative Assistant 1

Administrative Assistant I

Worcester, MA Pay: $25.36 per hour 26-06324

Job Summary

The Administrative Assistant I provides administrative and purchasing support for procurement, inventory, and materials management operations. This role is responsible for entering and maintaining purchasing and product information within ERP systems, tracking purchase orders, managing vendor documentation, supporting inventory replenishment activities, and assisting with shipment coordination. The ideal candidate is detail-oriented, organized, and capable of managing multiple priorities in a fast-paced environment.

Job Responsibilities

• Enter approved purchase orders into the ERP system for maintenance, repair, and operations (MRO) materials.
• Create and maintain new product records within company systems.
• Update pricing, part numbers, and product information within ERP databases as directed.
• Support replenishment processes through blanket orders, purchase order releases, and inventory replenishment programs.
• Track and update open purchase order reports to monitor incoming materials and delivery status.
• Maintain purchasing files and records, including purchase order confirmations, shipment notifications, and vendor correspondence.
• Manage backlog reports for third-party vendor orders and monitor on-time delivery performance.
• Process third-party shipment transactions within the ERP system.
• Support transportation and logistics activities related to incoming freight and third-party shipments.
• Assist with collecting and organizing vendor documentation for compliance and audit requirements.
• Maintain accurate records and documentation within company systems.
• Communicate with vendors and internal departments regarding purchasing and shipment activities.
• Perform additional administrative and operational support duties as assigned.

Job Requirements

• Minimum of 3 years of administrative, purchasing support, procurement support, or related experience.
• Legally authorized to work in the United States without sponsorship.
• Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.
• Strong attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Effective written and verbal communication skills.
• Basic data entry and record management skills.
• Ability to work independently and collaboratively within a team environment.

Work Experience

• Minimum of 3 years of administrative support experience required.
• Experience supporting purchasing, procurement, inventory, supply chain, or operations functions preferred.
• Experience working with ERP systems such as AS400, SAP, Oracle, or similar platforms preferred.
• Experience maintaining spreadsheets, reports, and vendor documentation preferred.