Administrative Assistant Purchasing
Administrative Assistant
- Assist Buyers with item- and vendor-related tasks and requests.
- Prepare and process purchase orders accurately and timely.
- Communicate with vendors to confirm orders, pricing, quantities, delivery dates, and estimated arrival times.
- Ensure invoices are received and properly matched to purchase orders prior to product delivery, when required.
- Monitor open purchase orders and follow up on outstanding deliveries and expected receiving dates.
- Coordinate the resolution of damaged merchandise and vendor returns.
- Create and maintain new item records, ensuring product information is complete, accurate, and up to date.
- Assist with price changes, inventory needs, and other item-related updates as required.
- Support purchasing-related projects, special assignments, and other departmental initiatives.
- Process and track vendor bill-backs, ensuring supporting documentation is accurate, complete, and submitted in a timely manner.
- Review and respond to emails daily, maintaining timely and professional communication with vendors and internal teams.
- Provide support to Purchasing, Receiving, Warehouse, and Cash & Carry operations as needed.
- Perform other duties and responsibilities as assigned by management.
- High school diploma or equivalent required; associate degree in Business, Supply Chain, Purchasing, or a related field preferred.
- 1-2 years of experience in purchasing, buying, inventory, accounts payable, merchandising, or a related administrative role preferred.
- Strong organizational skills with the ability to manage multiple tasks, priorities, and deadlines.
- Strong attention to detail and accuracy when working with purchase orders, pricing, invoices, item information, and inventory.
- Excellent written and verbal communication skills.
- Ability to communicate effectively and professionally with vendors, Buyers, and internal departments.
- Proficient in Microsoft Office, particularly Excel and Outlook.
- Ability to learn and navigate purchasing, inventory, and ERP systems.
- Strong follow-up skills and the ability to monitor outstanding orders and resolve issues in a timely manner.
- Ability to analyze information, identify discrepancies, and assist with problem resolution.
- Ability to work independently while also supporting a team in a fast-paced environment.
- Strong customer service and relationship-building skills.
- Ability to maintain confidentiality and handle sensitive business information appropriately.
- Flexible and willing to take on additional responsibilities and special projects as assigned.