Front Office & Purchasing Administrator
Jessen ManufacturingPOSITION SUMMARY: The Front Office & Purchasing Administrator serves as a critical dual-function liaison between company visitors, customers, shop-floor operations, and supply chain management. This role functions as the welcoming face of Jessen Manufacturing while simultaneously executing essential day-to-day procurement, vendor coordination, ERP transaction processing (JobBOSS), and raw material inventory tracking. The ideal candidate blends high-touch professional communication skills with sharp analytical accuracy, thrives in an active precision manufacturing environment, and takes dependable ownership of front-desk and purchasing workflows. CORE RESPONSIBILITIES: Procurement Support & ERP Administration (JobBOSS) — Approx. 65% Material RFQs & PO Execution: Request vendor quotes for raw stock (bar stock, tubing, plate) and specialized tooling; generate, verify, and issue formal Purchase Orders (POs) through JobBOSS adhering to project schedules and lead times. Material Receiving & Discrepancy Reconciliation: Receive incoming raw materials, consumables, and production tooling into JobBOSS; cross-reference physical delivery packing slips against PO lines, pricing, quantities, and mill test certs. Weekly Cycle Counts & Inventory Control: Conduct weekly physical cycle counts of raw material racks and tooling cribs on the shop floor; audit stock quantities against ERP system records, identify variances, and support reconciliation. Purchasing Documentation & Tracking: Maintain complete purchasing records, open PO status logs, vendor correspondence, expediting notes, and quality cert filing to ensure audit readiness and seamless invoice three-way matching. Front Office Administration & Customer Care — Approx. 35% Guest & Visitor Hospitality: Greet visitors, clients, applicants, and vendor representatives at the front desk with professionalism. Multi-Line Communications Routing: Answer, triage, and route incoming telephone calls and general inbox inquiries promptly, transferring callers to appropriate departmental personnel or taking accurate messages. Customer Service & Order Support: Assist customers with standard order status checks, delivery verifications, and informational requests; route complex technical inquiries to appropriate departments. QUALIFICATIONS & COMPETENCY REQUIREMENTS Education & Experience: High school diploma or GED required; Associate degree in Business Administration, Accounting, Supply Chain, or related field preferred. Minimum 2+ years of administrative support, purchasing, or inventory experience within a manufacturing, machining, or distribution setting. ERP / JobBOSS Knowledge: Hands-on experience with JobBOSS or comparable manufacturing ERP/MRP platforms (e.g. Epicor, E2, Global Shop Solutions) highly preferred; must demonstrate aptitude for mastering purchasing and inventory modules. Technical & Software Tools: Proficiency in Microsoft Office Suite, specifically intermediate Microsoft Excel (data sorting, formatting, basic formulas, inventory tables), Outlook, and Word. Communication & Presence: Exceptional verbal and written communication skills with a customer-centric demeanor, phone polish, and the ability to interface effectively with plant machinists, foremen, and external vendor sales reps. Detail Orientation & Multitasking: Demonstrated ability to maintain accuracy in numerical data entry, inventory counts, and PO details while dynamically managing lobby traffic, deliveries, and incoming phone calls. WORK ENVIRONMENT & PHYSICAL DEMANDS This position operates in a professional front-office setting combined with routine plant-floor interaction (approximately 70% office/reception, 30% manufacturing plant floor). Plant-floor duties include conducting raw material rack cycle counts, verifying deliveries in shipping/receiving, and coordinating with shop foremen. Floor conditions involve machine noise, metalworking coolants, and forklift traffic. Compliance with requi…