Purchasing and Operations Administrative Assistant

Company Overview AVL Systems, a division of Carnegie Fabrics, is a leading manufacturer and installer of innovative acoustical ceiling and wall solutions for commercial interiors across the United States. Based in Ocala, Florida, AVL partners with architects, contractors, and designers to deliver high-quality custom solutions for corporate, education, healthcare, hospitality, and public spaces. As part of the Carnegie brand, AVL combines specialized manufacturing expertise with the resources and capabilities of an established leader in sustainable interior materials and solutions. AVL Systems is seeking an organized and detail-oriented Purchasing & Operations Administrative Assistant to support purchasing, ordering, vendor coordination, shipping, receiving, invoice processing, and operational administration. This role is ideal for someone with administrative, purchasing, logistics, warehouse, manufacturing, or operations experience who enjoys working in a fast-paced, hands-on environment. The successful candidate will be highly organized, dependable, comfortable communicating with vendors and internal teams, and able to manage multiple priorities while maintaining accurate records and information. What You'll Do Purchasing & Vendor Coordination Support the identification and ordering of supplies, raw materials, parts, and other operational materials. Prepare purchase orders and enter accurate purchasing information into the company ERP system. Obtain and compare vendor pricing, availability, and lead-time information. Maintain current vendor pricing, product information, and purchasing records in the ERP system. Research alternative suppliers and assist with vendor communications as needed. Follow up with vendors regarding order status, delivery dates, backorders, and other purchasing issues. Receiving & Inventory Assist with receiving incoming materials, supplies, and parts. Inspect deliveries for completeness, accuracy, and visible damage and communicate discrepancies as needed. Maintain accurate purchasing and inventory records. Assist with organizing and storing incoming materials and supplies. Move throughout the warehouse as needed to open boxes, unpack materials, and support receiving activities. Shipping & Freight Prepare outgoing sample and material shipments, ensuring items are accurate, properly packaged, and labeled. Request freight quotes from brokers and LTL carriers. Prepare Bills of Lading and other required shipping documentation. Prepare shipping labels using FedEx, UPS, and other shipping platforms. Assist with coordinating shipments and resolving routine shipping or delivery issues. Invoices & Administrative Support Review freight bills and vendor invoices for accuracy and route them for approval and processing. Maintain organized purchasing, shipping, receiving, and invoice records. Support reporting, spreadsheets, and routine administrative tasks using Microsoft Office and Google Workspace. Help maintain an organized and professional office and operational environment. Provide general administrative support to the team and assist with special projects and other operational needs as assigned. What We're Looking For High school diploma or equivalent required. 2+ years of administrative, purchasing, customer service, inventory, logistics, or office support experience preferred. Manufacturing, warehouse, purchasing, or supply chain experience is a plus. Bilingual English/Spanish Strong organizational skills and attention to detail. Strong written and verbal communication skills. Comfortable communicating by phone and email with vendors, carriers, employees, and other business partners. Proficient in Microsoft Office and Google Workspace. Comfortable working in an ERP system. Ability to manage multiple priorities, follow through on open items, and meet deadlines. Self-motivated, dependable, adaptable, and willing to learn new products, systems, and processes. Ability to work independently while collaborating e…

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