Administrative Assistant

Job Description

Job Description

Position Overview We are seeking a detail-oriented, organized, and proactive Administrative Assistant to support the Purchasing Department. This position will provide administrative and operational support to help ensure purchase orders, vendor communications, drop-shipments, packaging materials, and open orders are processed accurately and delivered on time. The ideal candidate will have strong attention to detail, excellent follow-up and communication skills, and the ability to manage multiple priorities in a fast-paced manufacturing environment. This role requires regular communication with vendors, Purchasing team members, and other departments throughout the Company. Key Responsibilities Purchase Order Administration Prepare and enter purchase orders accurately based on Purchasing Department requirements. Send purchase orders to vendors and confirm vendor receipt and acknowledgment. Follow up with vendors regarding order confirmations, pricing, quantities, lead times, and expected delivery dates. Order Tracking & Expediting Track open purchase orders and follow up with vendors to support on-time delivery. Monitor order status, expected delivery dates, and changes to vendor commitments. Expedite drop-ship orders and confirm shipment and delivery information. Follow up on drop-ship orders to ensure Receiving Orders are completed accurately and timely. Communicate delays, changes, or potential delivery issues to the appropriate Purchasing team member. Other Responsibilities Support the purchasing process for vendor packaging materials. Request and obtain quotes from vendors for packaging requirements. Coordinate with vendors regarding packaging specifications and requirements. Assist the Purchasing team in researching and resolving shipping discrepancies with vendors and Accounting Department. Provide general administrative support to the Purchasing Department, including data entry, filing, recordkeeping, and maintaining purchasing documentation. Ira Green, Inc. is an Affirmative Action/Equal Opportunity Employer Minority/Female/Disabled/Veteran/Sexual Orientation/Gender Identity