Junior Procurement & Administrative Assistant

Position Summary:

This role supports the day-to-day purchasing, tracking, organizing, and basic setup of supplies, services, documentation, and equipment for Ethnix Group across headquarters and additional sites. This includes office, warehouse, and IT-related equipment such as computers, phones, tablets, and related accessories.

The role is focused on execution and coordination within established processes and approval workflows. It operates under the direction of senior leadership and does not include independent negotiation authority. Responsibilities center on accurate documentation, timely processing, and adherence to procurement procedures.

This position provides essential administrative and procurement support to Accounting, Operations, and other departments.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Procurement & Equipment Support

• Assist with purchasing office, warehouse, operational, and IT equipment as directed.
• Track, organize, and maintain inventory records for supplies and equipment, including assignment and return logs.
• Prepare and perform basic setup of equipment for employee use according to established guidelines.
• Gather vendor quotes and pricing information for review by senior team members.
• Enter and track purchase orders and procure documentation in the system.
• Maintain supplier files, purchase documentation, and contract records.

Administrative Coordination

• Coordinate routine maintenance requests and service scheduling under supervision.
• Support Accounting with invoice processing, purchase order matching, and vendor documentation.
• Monitor office supply inventory levels and flag replenishment needs.
• Follow established approval workflows and procurement policies.
• Assist with audits by organizing and vendor documentation.

Process Support & Reporting

• Follow existing procurement workflows and approval processes.
• Assist with basic reporting on purchasing activity using Excel or internal systems.
• Communicate with internal departments to support timely order fulfillment and issue resolution.
• Collaborate with cross-functional departments to improve operational efficiency.
• Steel toe or composite closed-toe shoes (protective safety footwear) are required in select business units.
• Must be able to meet predictable attendance and punctuality expectations and physical demands of the position complying with Ethnix Group’s policies and performance expectations.

Organizational Responsibilities:

Follows established policies and procedures by monitoring and ensuring compliance with regulatory requirements, organizational standards, and operational processes related to area(s) of responsibility and reporting violations or infractions to appropriate individual(s).

Practices proper safety techniques in accordance with Company, warehouse, and departmental policies, procedures, and standards by immediately reporting any mechanical or electrical equipment malfunctions, employee/visitor injuries or accidents, or other safety issues to appropriate individual(s).

Identifies areas for improvement and offers suggestions to improve the site's efficiency, profitability, and productivity.

Keeps abreast of current changes in technology, logistics tools, processes, and standards within the industry and area(s) of responsibility by attending internal and external training programs and by accessing other sources of information, and applies knowledge and practices to area(s) of responsibility.

Work Hours (may vary by state or location):

This position is scheduled for 40 hours in a regular work week. Hours of operation vary by site and shift. Must be available to work on weekends when scheduled and must be able to perform the essential job functions unaccompanied.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Authorized to work in the United States.

Education/Experience:

• High school diploma or GED required.
• Associate’s degree in business administration, Supply Chain, Accounting, or a related field preferred.
• Bachelor’s degree coursework is a plus but not required.

Employment history:

• 2 or more years of experience in purchasing, procurement support, administrative coordination, or a related role.
• Prior experience in an office, operations, warehouse, or multi-site environment preferred.
• Experience supporting purchasing, invoice processing, or vendor documentation is a plus.

Language Ability:

Demonstrated ability to read, write, and communicate effectively to comprehend and complete documents, and answer questions in English. Ability to write routine reports and correspondence as needed. Bilingual in English & Spanish preferred.

Math Ability:

Demonstrated mathematical skills necessary to add, subtract, multiply, and divide numbers, decimals, and fractions, and calculate percentages.

Reasoning Ability:

Demonstrated ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

• Proficiency in Microsoft Excel including basic formulas, sorting, and data entry.
• Working knowledge of Microsoft Outlook, Word, and Teams.
• Ability to learn and navigate ERP or purchasing systems (e.g., SAP Business One or similar).
• Basic reporting and tracking using spreadsheets or system tools.
• Accurate data entry and document management skills.

Certificates and Licenses:

• Active Driver’s License required.
• Certificate in Business Administration or Office Administration/

Procurement or Purchasing Fundamentals certificate / Microsoft Excel or Office productivity certification /ERP system training or certification preferred.

Supervisory Responsibilities:

This job does not have supervisory responsibilities

Work Environment:

The work environmental characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

This role may require time spent in various work environments, including:

• Office Settings: Work is typically performed in a shared office space, which in some locations may be adjacent to or integrated with active warehouse and cross-dock operations. While climate-controlled, noise levels may fluctuate due to nearby equipment or team activity. Employees have access to standard office tools including computers, phones, and collaborative spaces.
• Warehouse Operations: Incumbents may work in temperature-controlled areas, such as coolers and freezers, as well as non-climate-controlled sections of the warehouse where airflow and temperature may fluctuate throughout the day. Some areas are not air-conditioned, and temperatures can vary widely based on the season. Work includes regular exposure to powered industrial equipment including stand-up forklifts, order pickers, turret trucks, and mobile carts. The environment may be loud and requires use of safety gear including steel-toe shoes and visibility vests.
• Truck Yard and Loading Areas: Exposure to outdoor elements including high heat (often exceeding 90°F), rain, cold, odors, and variable terrain. Work may occur inside trailers, which can intensify temperature exposure depending on the season. Caution is required due to frequent vehicle movement and loading operations.

This position requires adaptability, situational awareness, and consistent use of appropriate personal protective equipment (PPE) where applicable.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, type, handle or feel objects, talk, and hear. The employee is frequently required to stand; walk; reach with hands and arms, climb, stoop, and squat. The employee is intermittently required to sit. Incumbents must be able to physically access all exterior and interior parts of the warehouse and amenities.

Must be able to push, pull, lift, carry, or maneuver weights of up to fifty (50) pounds independently and hundred (100) pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Routine, local travel may be required to attend training classes, conduct market research, or other situations necessary for the accomplishment of some or all of the daily responsibilities of this position.

Understanding of Job Essentials:

ETHNIX Group is a drug free, harassment free workplace. All candidates must pass an extensive background check. Ethnix Group is an equal opportunity employer and does not tolerate harassment, discrimination or retaliation.

I understand that all pre-employment screening activities are conducted in compliance with federal and state employment laws. Background checks are completed during the post- offer stage of the employment process in compliance with the Fair Credit Reporting Act requirements.

I also fully understand the content of this job description, have had the opportunity to ask questions regarding this job description, and have had the job duties and responsibilities, requisites, and physical demands and working conditions explained to me. I am capable of performing the essential functions of this job with or without reasonable accommodation. If I need accommodation, I will ask the hiring manager for it.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Ethnix Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.