Procurement Administrative Assistant

Job Description

Job Description

Job Title: Procurement Administrative Assistant

Department : Operations

Reports to: Director of Procurement and Vendor Management

Location: Palm Bay, FL

Company Overview : Established in 1973, Dynatech International is a Commercial and Defense supply chain company providing long term, complex procurement, engine overhaul, rotable and repair management services, manufacturing, and kitting solutions across land, air, sea, and space programs. Dynatech’s proprietary database, the Defense Logistics Management System (DLMS®), empowers us to mitigate supply chain risk, and provide quality supply chain solutions in a cost-effective manner that enhances operational readiness for over 2,000 weapons systems and platforms.

THIS IS AN ON-SITE POSITION IN PALM BAY FL

Position Overview : The Procurement Administrative Assistant is a key contributor to the efficiency and success of our procurement team, providing essential administrative support that underpins our procurement and vendor management activities. In this dynamic and fast-paced role, you will be a central figure in our operations, directly supporting the acquisition processes that drive our business forward. By managing critical data, coordinating with vendors, and ensuring seamless administrative functions, you will play an integral role in optimizing the supply chain and enhancing the overall effectiveness of our procurement strategy. Your efforts will directly impact our ability to deliver high-quality goods and services that are crucial to the organization’s continued growth and success.

Primary Responsibilities :

• Accurately enter vendor quotes into procurement systems and attach relevant documentation as required.
• Input screen pricing data per instructions, ensuring accuracy and alignment with vendor submissions.
• Perform bulk uploads of vendor pricing and inventory information to maintain up-to-date records.
• Communicate with vendors to retrieve pricing and information on open requests as directed by sourcing specialists.
• Generate Vendor Purchase Orders (VPOs), verify accuracy, and ensure compliance with approved vendor protocols.
• Maintain the Approved Supplier List (ASL) spreadsheet and complete ASL self-certification forms as necessary. Coordinate with vendors to complete the Supplier Survey form and retrieve current W-9s for records.
• Coordinate applications for net 30 payment terms with vendors and follow up to ensure timely processing.
• Compile and distribute the open sourcing report twice daily to keep the team informed of sourcing status.
• Develop and update sales progress reports in the Pentagon system, ensuring timely and accurate reporting.
• Support the procurement team with data entry functions and various administrative tasks to enhance overall efficiency.
• Train new hires on company processes and assist with setting up access to vendor and research websites.
• Undertake additional responsibilities as assigned by the executive leadership team, contributing to overall company objectives.

Experience, Knowledge, and Skill Requirements:

• Associate degree (AA) or equivalent combination of two to four years of relevant experience.
• Strong attention to detail, organizational skills, and interpersonal communication abilities.
• Ability to solve practical problems and handle high pressure situations with changing priorities.
• General understanding of business operations with the ability to identify improvement opportunities and demonstrate the value of recommendations.
• Proficiency in Microsoft Office applications is required.

We offer a comprehensive benefits package which includes health, dental, vision, & life insurance, and 401k Retirement plan.