Purchasing Assistant

Job Description

Job Description

Job Title: Purchasing Administrative Assistant
Job Description

This role supports purchasing, inventory control, and general office administration by accurately entering data into an ERP system, coordinating vendor and service provider activities, and assisting with shipping and logistics as needed. The Purchasing Administrative Assistant helps ensure smooth day-to-day operations by maintaining accurate records, monitoring inventory levels, and providing professional customer service to internal and external stakeholders.

Responsibilities

• Enter purchasing and financial data into Oracle, including purchase orders, vendor invoices, payments to vendors, receipts from customers, new customer and vendor profiles, inventory adjustments, and inventory receipts.
• Evaluate service contract proposals by reviewing and summarizing quotes received for management review.
• Coordinate and organize scheduled visits from service providers, ensuring clear communication and proper documentation.
• Manage service contracts by tracking expiration dates, coordinating renewals, and maintaining accurate records.
• Evaluate pricing from vendors for office and shop supplies, researching and presenting multiple quotes for review and approval.
• Monitor office and canteen supply levels and reorder as needed to maintain appropriate stock levels.
• Occasionally arrange travel for visitors, including booking transportation and accommodations as required.
• Enter internal requisitions and purchase orders into Oracle for purchasing activities.
• Monitor receipt of goods, enter receiving information into Oracle, and communicate any discrepancies to internal stakeholders and third-party vendors.
• Monitor and order office supplies, warehouse supplies, and shop supplies to support daily operations.
• Assist and provide backup support to the Warehouse Supervisor for incoming international shipments, working with freight forwarders and brokers.
• Learn and support the shipping process, including creation of shipping labels using FedEx and UPS systems.
• Manage packing slips by organizing, reconciling, and ensuring accurate documentation of incoming and outgoing shipments.
• Collaborate with vendors, service providers, and internal teams to resolve issues related to purchasing, shipping, and inventory.
• Work independently to prioritize tasks, manage time effectively, and take on additional responsibilities as needed.

• Hands-on experience monitoring and maintaining inventory levels in an ERP system, with Oracle strongly preferred.
• Ability to create and manage internal requisitions and purchase orders within an ERP environment.
• Experience receiving goods, reconciling packing slips, and resolving discrepancies with vendors or internal stakeholders.
• Strong data entry skills related to purchase orders, invoices, inventory adjustments, and receipts.
• High attention to detail and strong organizational skills.
• 1–2 years of customer service and communication experience.
• Computer literacy, preferably with Oracle experience.
• Accounting and finance knowledge, including understanding of general ledger accounts, fixed and variable costs, accounts receivable, and accounts payable.
• Strong time management skills and the ability to manage multiple tasks independently.
• Ability to work responsibly and independently with minimal supervision.
• Reliable transportation to and from the workplace.

• Prior purchasing experience is preferred.
• Prior purchasing or supply chain administrative experience is a plus.
• Experience managing vendor and service provider relationships and delivering strong customer service.
• Knowledge of international shipping processes, customs, and freight forwarders is preferred but not required.
• Experience creating shipping labels using FedEx and UPS systems.
• Flexible mindset and willingness to take on different responsibilities as business needs arise.
• Detail-oriented and organized approach to work.
• Comfort working in a small team environment and handling tasks independently.

This is a full-time, on-site role in a small office environment with approximately 15 employees. The standard schedule is Monday through Friday, from 8:30 AM to 5:30 PM. The position involves regular use of an ERP system (Oracle), spreadsheets, and other office software, as well as interaction with warehouse and shipping operations. The role suits someone who is comfortable working independently, managing their own workload, and collaborating with a close-knit team to support purchasing, inventory, and administrative functions.

Job Type & Location

This is a Contract to Hire position based out of Fort Lauderdale, FL.

The pay range for this position is $22.00 - $27.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Fort Lauderdale,FL.

This position is anticipated to close on Jun 22, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.