Purchasing and Administrative Coordinator

Job Description

Job Description

Job Title: Purchasing & Administrative Coordinator

Role Summary

The Purchasing & Administrative Coordinator manages the daily essential purchasing, accounting and administrative workflows that keep our manufacturing shop running efficiently. This role serves as the central hub for employee time tracking, customer billing, vendor purchasing, and general office operations . The ideal candidate is highly organized, detail-oriented, comfortable navigating ERP software (JobBoss) , and capable of collaborating directly with shop floor operators and upper management.

Key Responsibilities

1. Purchasing & Inventory Control

• Material Procurement: Generate weekly Material Planning Reports, manage raw stock spreadsheets, request vendor quotes for pricing/availability, and issue Purchase Orders.
• Shop & Hardware Procurement: Purchase required hardware lists for production weekly, alongside general office, kitchen, and paper supplies.
• Scrap & Bin Management: Coordinate weekly bin swaps and roll-off container replacements with scrap metal vendors
• Inventory Reconciliation: Audit Munters travelers against run sheets to ensure material alignment for laser operators. Execute month-end inventory adjustments and data entry in JobBoss.

2. Billing & Financial Administration

• Invoicing & Customer Accounts: Match pack lists and completed shop travelers with customer POs. Accurately create and email invoices to customers.
• Payment Processing & Deposits: Reconcile customer checks, ACH transfers, and credit card payments against invoicing. Process checks using a remote deposit scanner.
• Collections Management: Review the aging report weekly and proactively follow up past due customers via email and phone.
• Audit & Data Entry: Set up new vendors, customers, and raw stock inventory items in JobBoss . Collect customer tax exemption certificates. Complete and send out credit inquiries.

3. Time Tracking & Payroll Support

• Time Variance Verification: Audit daily employee time entries
• Shop Floor Collaboration: Interface directly with manufacturing personnel to gather missing time data as necessary.
• Payroll Reporting: Assist with weekly payroll processing and distribute the Payroll Reports to management every Monday.

4. General Office Support

• Reception: Answer incoming phone calls and route them to the correct extensions.
• Meeting Participation: Attend daily operational meetings to provide real-time status updates on incoming raw materials.

Qualifications & Skills

• Experience: 2+ years of experience in purchasing (sheet metal and bar stock), and an administrative, bookkeeping, or office coordinator role, ideally within a manufacturing or job-shop environment .
• Software: Proficiency with ERP systems (JobBoss preferred) and Microsoft Excel/Office.
• Skills: Strong mathematical accuracy, high attention to detail, and excellent written communication for customer collections and vendor negotiations.
• Traits: Proactive problem-solver comfortable walking the shop floor to communicate with operators. Must be a ‘people person’

\nCompany Description

WE HIRE VETERANS AND CROSS-TRAIN
DSM Metal Fabrication is a small metal fabrication company located in Biddeford, Maine. We are known for their ability to handle complex jobs and have resources comparable to those of much larger companies. The company offers custom metal fabrication services and serves customers throughout New England and beyond.

Company Description

WE HIRE VETERANS AND CROSS-TRAIN\r\nDSM Metal Fabrication is a small metal fabrication company located in Biddeford, Maine. We are known for their ability to handle complex jobs and have resources comparable to those of much larger companies. The company offers custom metal fabrication services and serves customers throughout New England and beyond.