Administrative and Purchasing Coordinator

Administrative & Purchasing Coordinator Pixelwerx | Minnetonka, Minnesota Position Type: Full-Time Department: Accounting & Administration Reports To: Company Accountant Position Summary Pixelwerx is seeking a highly organized, detail-oriented, and dependable Administrative & Purchasing Coordinator to support our accounting department, purchasing activities, and daily administrative operations. Reporting directly to the Company Accountant, this position will coordinate purchasing, manage vendor communications, maintain accurate records, and provide administrative support to ensure efficient business operations. The ideal candidate is proactive, organized, and comfortable working with multiple departments in a fast-paced graphics production environment. Key ResponsibilitiesPurchasing & Vendor Coordination Purchase production materials, office supplies, and operational necessities. Prepare, process, and track purchase orders. Obtain vendor quotes and compare pricing, availability, and delivery schedules. Maintain supplier relationships and accurate vendor records. Coordinate material purchases with production and project management teams. Monitor outstanding orders and resolve delivery discrepancies. Assist with purchasing cost controls and identify opportunities for savings. Coordinate vendor returns, credits, and order adjustments. Accounting & Administrative Support Assist the Company Accountant with administrative and purchasing-related accounting activities. Match vendor invoices with purchase orders and receiving documentation. Organize and maintain purchasing records, invoices, receipts, and vendor statements. Assist with accounts payable documentation and invoice processing. Maintain accurate records of purchasing transactions and expenses. Support vendor account reconciliation and resolve billing discrepancies. Provide general administrative assistance, including filing, data entry, correspondence, and document preparation. Assist with other accounting and administrative responsibilities as assigned. Inventory & Operational Support Coordinate with production personnel to identify material requirements. Monitor commonly used materials and assist with inventory replenishment. Communicate delivery timelines and material availability to appropriate departments. Assist with inventory tracking and documentation. Support improvements to purchasing procedures, recordkeeping, and administrative workflows. Qualifications Required Experience in purchasing, administrative support, accounting support, or a related position. Strong organizational skills and attention to detail. Proficiency in Microsoft Excel, Word, and Outlook. Excellent written and verbal communication skills. Ability to manage multiple responsibilities and deadlines. Strong data entry skills and accuracy in recordkeeping. Ability to work independently while supporting multiple departments. Preferred Experience in a manufacturing, printing, signage, or graphics production environment. Familiarity with purchase orders, accounts payable, and vendor invoice processing. Experience with accounting or inventory management software. Knowledge of production materials and purchasing processes. Experience working directly with vendors and suppliers. Ideal Candidate The successful candidate will be dependable, detail-oriented, and comfortable balancing purchasing responsibilities with administrative and accounting support. This individual should demonstrate good judgment, maintain confidentiality when handling financial information, and communicate effectively with employees, vendors, and management. Why Pixelwerx? Pixelwerx is at an exciting point in our journey. Over the past two years, we’ve experienced tremendous growth, and the opportunities ahead of us have never been greater. Our vision is to build a world-class graphics company—one known for exceptional clients, talented people, innovative thinking, and industry-leading quality and performance. We believe t…

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