Supply Chain Administrator

Job Description

Job Description

JOB SUMMARY

The Supply Chain Administrator provides transactional and administrative support to the Purchasing team, ensuring purchase orders are processed accurately and on time, supplier delivery commitments are tracked and communicated, and procurement systems and data remain accurate and up to date. This role serves as a key point of coordination between buyers, suppliers, Accounts Payable, Trade Compliance, and Receiving, and supports ongoing process-improvement and technology initiatives within Supply Chain.

KEY RESPONSIBILITIES PURCHASE ORDER PROCESSING & DOCUMENTATION

• Process order confirmations in SAP, ensuring pricing, quantities, Manufacturer and Revision Data, and dates match supplier commitments.
• Process purchase order changes, cancellations, and returns (RMAs) as needed.
• Attach scanned packing slips to purchase orders and maintain accurate, audit-ready order documentation.
• Support internal and external audits with document pulls and PO record verification.

SUPPLIER COMMUNICATION & EXPEDITING

• Run and analyze Expedite, Unconfirmed, and Past-Due reports; serve as the primary interface between buyers and suppliers to resolve delivery and confirmation issues.
• Follow up with suppliers on outstanding order confirmations, delivery dates, and shipment status, escalating unresolved issues to the appropriate buyer.
• Track order acknowledgments and confirm pricing and delivery dates with suppliers on routine orders.

SUPPLIER & VENDOR MASTER DATA MANAGEMENT

• Populate and maintain supplier and sourcing data in the SRM (Supplier Relationship Management) tool.
• Maintain accuracy of supplier master data, including contact information, payment terms, and addresses.
• Support new supplier onboarding, including collecting setup paperwork and compliance documentation (e.g., W-9s, NDAs, insurance certificates) and coordinating record entry with Accounts Payable and Trade Compliance .

ACCOUNTS PAYABLE / FINANCIAL COORDINATION

• Assist with Goods Receipt/Invoice Receipt (GR/IR) processing and reconciliation in Medius.
• Support resolution of purchase order, receipt, and invoice (three-way match) discrepancies in partnership with Accounts Payable.

INVENTORY & LOGISTICS COORDINATION

• Coordinate with Receiving/Warehouse on inbound shipments, backorders, and short shipments.
• Monitor min/max or reorder-point triggers and flag items needing buyer attention.
• Track freight and expedite costs and coordinate with logistics providers as needed.

CONTRACTS, PRICING & RFQ SUPPORT

• Maintain contract and pricing agreement files and track expiration/renewal dates.
• Support RFQ/RFP administration - distributing requests, collecting supplier responses, and building comparison sheets - for routine and repeat buys.
• Support implementation of the RFQ cost-savings project, including data gathering, supplier response tracking, and comparison analysis.

SYSTEMS, DATA & REPORTING

• Run standard Purchasing reports, including open PO aging, spend by supplier/category, and on-time delivery.
• Support ERP/SAP data cleanup and standardization efforts (e.g., purchasing group, material group, and payment terms data).
• Support ERP or procure-to-pay (P2P) tool rollouts and upgrades, including testing changes and training end users.
• Assist with development and testing of a forecast accuracy AI tool.

GENERAL ADMINISTRATIVE & CROSS-FUNCTIONAL SUPPORT

• Act as a liaison between buyers, Accounts Payable, Receiving, and internal requisitioners on routine purchasing questions.
• Provide administrative support to buyers, including backfilling routine PO and reporting tasks during peak periods or absences.
• Prepare ad hoc reports and analysis as requested by Supply Chain leadership.
• Participate in other process-improvement initiatives within Purchasing/Supply Chain as assigned.
• MRO Supply ordering for Sales/Supply Chain building.
• Provide administrative support for on-site events, including customer visits, supplier meetings, and internal trainings (e.g. coordinating logistics, materials, and building readiness).

QUALIFICATIONS

The following are suggested qualifications for discussion - confirm against Cooper/Altronic's standard job leveling and HR requirements before finalizing.

• High school diploma required; Associate's or Bachelor's degree in Business, Supply Chain Management, or a related field preferred.
• 1–3 years of experience in purchasing, supply chain, or administrative support, ideally within a manufacturing or industrial environment.
• Experience with SAP or a comparable ERP system strongly preferred; familiarity with Medius or other AP automation tools is a plus.
• Strong Microsoft Excel skills and comfort working with data, reports, and multiple business systems.
• Excellent written and verbal communication skills, with the ability to interface professionally with suppliers and internal stakeholders.
• Highly organized and detail-oriented, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to work collaboratively across Purchasing, Accounts Payable, Receiving, and other departments.