Sales and Purchasing Administrator

Job Description

Job Description

Job Description

Sales & Purchasing Administrator

Department: Sales & Purchasing
Reports To: CEO/General Manager
FLSA Status: Non-Exempt

Position Summary

The Sales & Purchasing Administrator provides administrative support to the sales and purchasing functions while serving as a key point of contact for customers, vendors, and internal operations. This position is responsible for processing customer orders, preparing purchasing documentation, coordinating deliveries, maintaining accurate records, and ensuring timely communication throughout the order fulfillment process.

Success in this role requires exceptional organizational skills, attention to detail, strong customer service abilities, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Sales Administration

·         Process customer orders accurately and efficiently.

·         Prepare sales quotes, order confirmations, invoices, and supporting documentation.

·         Maintain customer records within the company’s ERP, CRM, or accounting system.

·         Respond to customer inquiries regarding pricing, order status, deliveries, and product availability.

·         Coordinate with operations to ensure customer orders are fulfilled on schedule.

·         Generate sales reports and maintain sales activity records.

·         Assist the sales team with administrative projects and customer communications.

Purchasing Administration

·         Create and issue purchase orders.

·         Coordinate purchases of recyclable materials, supplies, equipment, and services.

·         Communicate with vendors regarding pricing, availability, and delivery schedules.

·         Maintain vendor files and purchasing records.

·         Monitor outstanding purchase orders and follow up on delayed shipments.

·         Verify purchase order accuracy against invoices and receiving documentation.

·         Assist with vendor onboarding and maintaining supplier documentation.

Logistics & Inventory Support

·         Coordinate inbound and outbound shipments with customers, vendors, and transportation providers.

·         Schedule pickups and deliveries.

·         Monitor inventory levels and communicate replenishment needs.

·         Assist with inventory reconciliations and cycle counts.

·         Maintain shipping, receiving, and freight documentation.

Administrative Responsibilities

·         Enter data accurately into company systems.

·         Maintain organized electronic and paper files.

·         Prepare routine reports using Microsoft Excel.

·         Answer incoming phone calls and direct inquiries appropriately.

·         Support month-end documentation and reporting.

·         Assist with special projects as assigned.

·         Perform other duties necessary to support sales, purchasing, and operations.

Accounting & Administrative Support

·         Assist with accounts payable by reviewing vendor invoices, matching supporting documentation, and preparing invoices for payment.

·         Enter invoices and other financial information into the company's accounting system.

·         Reconcile purchase orders, receiving documents, and vendor invoices to ensure accuracy.

·         Maintain vendor records and assist with resolving billing discrepancies.

·         Provide basic bookkeeping and accounting support, including data entry, account reconciliations, and maintaining organized financial records.

·         Assist with month-end documentation and reporting as requested.

·         Prepare spreadsheets and reports to support accounting, purchasing, and management.

·         Maintain the confidentiality of financial and company information.

·         Provide general administrative support to the accounting and operations teams as needed.

Required Qualifications

·         High school diploma or GED required; Associate degree in Business Administration, Supply Chain, or related field preferred.

·         Minimum of 2 years of administrative experience supporting sales, purchasing, customer service, or operations.

·         Strong proficiency in Microsoft Office, particularly Excel, Word, and Outlook.

·         Experience with ERP, accounting, or inventory management systems preferred.

·         Excellent written and verbal communication skills.

·         Strong organizational and time management skills.

·         Ability to prioritize multiple assignments while meeting deadlines.

·         High level of accuracy and attention to detail.

·         Professional customer service skills.

·         Ability to work independently and collaboratively within a team.

Preferred Qualifications

·         Experience in the recycling, scrap metal, manufacturing, distribution, or logistics industry.

·         Experience coordinating freight or transportation.

·         Knowledge of purchasing and inventory control processes.

·         Experience using QuickBooks, Microsoft Dynamics, NetSuite, SAP, or similar business software, RIMAS preferred.

Physical Requirements

·         Prolonged periods of sitting and computer work.

·         Frequent use of office equipment.

·         Occasionally lift or move up to 25 pounds.

·         Ability to communicate effectively in person and by telephone.

Core Competencies

·         Customer Focus

·         Communication

·         Organization

·         Attention to Detail

·         Problem Solving

·         Teamwork

·         Adaptability

·         Accountability

·         Confidentiality

·         Continuous Improvement

Blue Recycled Materials is your one-stop metals and recycling shop. Our onsite video monitoring puts eyes on your material generation 24/7, while our real-time data makes accounting and closing processes smooth and seamless. Swap and ship your recyclable materials around the clock with our roll-off container and trucking services. We are always on the ‘ground,’ so we can meet your needs!

Company Description

Blue Recycled Materials is your one-stop metals and recycling shop. Our onsite video monitoring puts eyes on your material generation 24/7, while our real-time data makes accounting and closing processes smooth and seamless. Swap and ship your recyclable materials around the clock with our roll-off container and trucking services. We are always on the ‘ground,’ so we can meet your needs!