Purchasing/Administrative Assistant

Position Summary The Purchasing Assistant / Administrative Assistant provides day-to-day support to the Purchasing Department while also assisting with general administrative and office functions. This position plays an important role in ensuring materials and supplies are ordered accurately, deliveries are tracked, purchasing records are maintained, and vendor issues are resolved in a timely manner. The ideal candidate is highly organized, detail-oriented, comfortable working in a fast-paced manufacturing environment, and able to communicate effectively with vendors, employees, and multiple departments. This position requires the ability to manage competing priorities while maintaining accurate records and providing dependable administrative support. Purchasing Responsibilities Track the status of requisitions, purchase orders, open orders, and deliveries, following up with suppliers as necessary. Prepare and issue purchase orders and distribute copies or purchasing information to suppliers and appropriate internal departments. Perform routine purchasing and buying duties as assigned by the Purchasing Manager. Review purchase requisitions for accuracy, appropriate terminology, quantities, and specifications before processing. Compare supplier pricing, specifications, lead times, and delivery dates to ensure company requirements are met. Review supplier order confirmations against purchase orders to verify pricing, quantities, delivery dates, freight terms, and other details. Resolve or adjust discrepancies as necessary. Monitor inventory quantities and assist with ordering materials and supplies to maintain appropriate inventory levels and support production requirements. Review receiving paperwork to verify purchase orders have been filled correctly and received goods match the quantities and specifications ordered. Contact suppliers to schedule or expedite deliveries and resolve shortages, missed deliveries, late deliveries, damaged materials, pricing discrepancies, and other purchasing-related issues. Communicate with Customer Service, Manufacturing, Production Planning, and other departments regarding material availability, supplier inquiries, order status, changes, delays, and cancellations. Match supplier invoices to purchase orders and receiving documentation. Work directly with vendors to resolve discrepancies before submitting invoices to Accounting for payment. Calculate and verify order costs and ensure invoices and purchasing expenses are directed to the appropriate accounts. Prepare, maintain, and review purchasing files, reports, supplier information, price lists, and other purchasing documentation. Maintain accurate supplier and purchasing information within the company's ERP and related systems. Maintain knowledge of company policies and procedures related to purchasing and communicate applicable requirements to employees and vendors. Work with Astro on inventory movements and complete inventory transfer documentation for bookkeeping and inventory-control purposes. Assist with inventory reconciliation and investigate purchasing or receiving discrepancies when necessary. Coordinate inbound freight and select appropriate trucking carriers based on cost, timing, service requirements, and business needs. Track inbound shipments and communicate freight or delivery issues to the appropriate departments. Assist the Purchasing Manager with supplier research, obtaining quotes, pricing comparisons, and other purchasing projects as needed. Administrative Responsibilities Provide general administrative and clerical support to the Purchasing Department and other departments as needed. Maintain organized electronic and physical files, records, forms, and departmental documentation. Assist with data entry, spreadsheets, reports, correspondence, and other business documents. Maintain accurate information in company systems and databases. Assist with preparing reports and gathering information requested by management. Coordina…

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