Purchasing Admin

Job Description

Job Description

Location: Franklin, MA
Pay: $23–$25/hour
Schedule: Monday–Friday, 8:00 AM–5:00 PM
Work Arrangement: Hybrid – 4 days onsite, 1 day remote. Additional onsite work may be required during the initial training period.

Position Summary

We are seeking a detail-oriented Confirmation & Expedite Specialist to provide administrative and operational support to the purchasing team. This position is responsible for reviewing and confirming purchase orders, tracking order status and delivery timelines, communicating with vendors, and ensuring purchasing information is accurate and up to date.

The ideal candidate will have experience in purchasing support, order entry, order management, or administrative coordination and be comfortable managing multiple priorities in a fast-paced environment.

Responsibilities

• Review and confirm purchase orders, order details, schedules, and supporting documentation for accuracy and completeness
• Communicate with vendors and internal departments regarding order confirmations, delivery dates, shipment status, and outstanding information
• Follow up on open purchase orders and expedite orders when necessary
• Enter, maintain, and update purchasing and order information within ERP and internal tracking systems
• Coordinate confirmations related to shipments, deliveries, and service activities
• Prepare and distribute follow-up emails, reports, spreadsheets, and other documentation
• Identify discrepancies, missing information, or potential delays and work with appropriate parties to resolve issues
• Respond to purchasing and order-related inquiries in a timely and professional manner
• Maintain accurate documentation and follow established purchasing procedures
• Collaborate with purchasing, warehouse, manufacturing, and other operational teams as needed
• Assist with process improvements designed to increase administrative efficiency and accuracy

Qualifications

• High school diploma or equivalent required; associate degree preferred
• 1–3 years of administrative, purchasing, order entry, customer service, or coordination experience preferred
• Previous experience working with purchase orders, vendors, order processing, or order tracking is highly desirable
• Experience using an ERP system preferred
• Proficiency with Microsoft Office, including Excel, Outlook, and Word
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Ability to prioritize multiple tasks and follow up consistently
• Comfortable working independently as well as with cross-functional teams
• Ability to work effectively in a fast-paced, deadline-driven environment

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