Administrative Assistant

Job Description

Job Description

We are looking for a Administrative Assistant to support operations and help maintain an efficient flow of materials for the business. This contract position with the potential to become permanent is ideal for someone with at least 1 year of experience who can manage purchasing details accurately while working closely with internal teams and suppliers. The person in this role will contribute to timely order processing, vendor communication, and overall department organization in a fast-paced environment.

Responsibilities:

• Visitor Management: Manage the visitor entrance and guest sign-in log, distribute visitor badges, and notify employees upon guest arrival.

• Communication: Monitor, research, and respond to daily email correspondence.

• Oracle System Management: Research purchase orders in Oracle to adjust costs, lead times, and releases. Generate new purchase orders and approve system change notifications.

• Order Tracking: Review the Open Order report, contact vendors regarding overdue releases, and update lead times accordingly.

• Invoicing & Filing: Match packing slips with corresponding purchase orders. Contact vendors to resolve any identified discrepancies, and file completed purchase orders in the supply room.

• Inventory Control: Monitor stock levels in the breakroom and supply cabinet, and reorder items when inventory is low.

• RMA Processing: Process Return Merchandise Authorization (RMA) requests received from the QC department.

• Catering Coordination: Set up breakfast and lunch deliveries in conference rooms, and either distribute them or notify individuals when food arrives.

• At least 1 year of experience supporting purchasing, procurement, or supply chain activities.
• Working knowledge of purchase order processing and general purchasing procedures.
• Ability to manage multiple priorities while maintaining strong attention to detail and accuracy.
• Strong communication skills for working with suppliers and cross-functional internal teams.
• Proficiency in standard office software and the ability to maintain accurate purchasing records.
• Experience supporting material purchasing and routine departmental coordination activities.