Purchasing & Administrative Coordinator

Position Title:
Purchasing & Administrative Coordinator

Employment Type: Full-Time

Work Location: Deland, FL (In-Person)

Compensation: $19.00 per hour

Schedule: Day shift (8 hours), M-F

Purchasing & Administrative Coordinator

(BOM-Based Purchasing | QuickBooks | Excel | Front Office Support)

Position Summary

The Purchasing & Administrative Coordinator is responsible for procuring all materials based on approved Bills of Materials (BOMs) to ensure accurate, timely, and cost-effective support of production operations.

This role requires strong attention to detail, proficiency in QuickBooks and Excel, and the ability to support front-office operations including receptionist duties when needed.

The ideal candidate is organized, proactive, and comfortable balancing purchasing accuracy with professional customer interaction.

Key Responsibilities

Purchasing & Materials Management

• • Review and interpret Bills of Materials (BOMs) to determine required materials and quantities
  • Generate purchase orders in QuickBooks
  • Source materials from approved vendors
  • Compare pricing and lead times to ensure best value
  • Track open purchase orders and follow up on delivery dates
  • Maintain accurate records of orders, confirmations, and receipts
  • Communicate with production, engineering, and vendors regarding material availability
  • Assist in monitoring inventory levels and reorder points
  • Identify cost-saving opportunities and vendor alternatives

  
  

Systems & Documentation

• • Enter and manage purchasing data in QuickBooks
  • Maintain organized Excel spreadsheets for tracking materials, pricing, and vendor information
  • Reconcile discrepancies between purchase orders, packing slips, and invoices
  • Maintain up-to-date vendor files and contact information

  
  

Administrative / Reception Duties

• • Answer incoming phone calls professionally and direct appropriately
  • Greet visitors and customers
  • Assist with general administrative support tasks
  • Support office coordination when leadership or staff are unavailable

Qualifications

Required

• • 2+ years of purchasing, materials coordination, or administrative experience
  • Experience working with Bills of Materials (BOMs)
  • Proficiency in QuickBooks
  • Strong working knowledge of Microsoft Excel
  • High level of accuracy and attention to detail
  • Strong organizational and communication skills
  • Ability to manage multiple priorities in a fast-paced environment

  
  

Preferred

• • Experience in manufacturing or industrial environment
  • Knowledge of inventory control systems
  • Familiarity with reading technical part descriptions or material specifications

Key Competencies

• • Detail-oriented and process-driven
  • Strong follow-through and accountability
  • Cost-conscious decision making
  • Professional and courteous demeanor
  • Able to balance desk work with front-office responsibilities

Physical & Work Environment

• • Primarily office-based position
  • May require occasional movement between office and production areas