Purchasing Assistant

Job Description Job Description Job Title: Buyer Administrator Job Location: Irvine, CA Pay Range: $22.00 - $25.00 1st Shift: 8am - 5pm *Degree required* Needs someone with background in buying indirect materials for facility ***aerospace or medical devise type industry experience and preferred. along with manufacturing or facility experience too. Position Summary The Temporary Buyer Administrator provides day-to-day administrative support to the Purchasing/Supply Chain team by: • Maintaining procurement master and transactional data accuracy in the ERP/administrative system • Coordinating indirect purchasing workflows (RFQs, quote collection, PO creation) • Managing supplier compliance recordkeeping and routine supplier follow-up Key Responsibilities Procurement & System Administration • Maintain and update purchasing-related master and transactional data in the ERP/administrative system, including lead times, promise dates, and related supply parameters. • Coordinate with suppliers & buyers to ensure system information reflects current supplier commitments and supports on-time delivery performance. • Track and follow up on missing or incomplete supplier information required to keep orders and schedules current. Indirect Purchasing Support • Support indirect purchasing activities, including: o Sending RFQs to suppliers. o Collecting, organizing, and reviewing quotes for completeness, including pricing, lead time, terms, validity, freight, and applicable surcharges. o Supporting potential negotiations by preparing comparisons, documenting supplier responses, and highlighting exceptions. o Creating and placing indirect purchase orders in the ERP/procurement system per approved sourcing decisions. • Ensure purchase orders are accurate and include required details: o Part/service descriptions, quantities, delivery dates, ship-to, terms, and required attachments. Supplier Compliance Recordkeeping • Proactively request, track, and file updated supplier documentation, such as: o Supplier Business Questionnaires o Reps & Cert packages (as applicable) o Certifications and compliance packages (e.g., quality, regulatory, or other required documents) • Follow up with suppliers to ensure documentation remains current and complete. Supplier Communication & Follow-Up • Serve as a point of contact for routine supplier communication related to quotes, promise dates, and documentation requests. • Request suppliers to populate/confirm key order information. • Follow up on overdue quote responses, missing confirmations, and outstanding compliance packages. • Document communications and maintain organized records to support buyer decision-making and compliance. Required Qualifications • 1+ years of experience in procurement administration, purchasing support, supply chain coordination, or a related administrative role. • Experience working with suppliers to obtain quotes, confirmations, and required documentation. • Proficiency in Microsoft Office (Excel, Outlook, Word); ability to create and maintain trackers, comparisons, and organized records. • Strong attention to detail and commitment to data accuracy; ability to manage multiple requests and deadlines. • Clear, professional written and verbal communication skills. Preferred Qualifications • Experience with ERP/procurement systems (e.g., SAP, Oracle, JD Edwards, or similar). • Familiarity with indirect purchasing (MRO, services, office/plant supplies, contracts) and basic purchasing terms. • Experience supporting compliance documentation processes (supplier questionnaires, certifications, quality/regulatory documentation).