Purchasing and Administrative Support

Job Title: Purchasing & Administrative Assistant

Position Overview

The Purchasing & Administrative Assistant is a dual-role position responsible for coordinating procurement activities while providing comprehensive administrative support to ensure smooth day-to-day operations. This role is ideal for a highly organized, detail-oriented individual who can manage vendor relationships, track purchasing needs, and support management with administrative tasks.

Key Responsibilities

Purchasing Responsibilities

· Source, evaluate, and select suppliers for materials, equipment, and services.

· Request price quotes, negotiate terms, and prepare purchase orders.

· Maintain accurate purchasing records, vendor files, and inventory levels.

· Track orders and ensure timely delivery of materials.

· Coordinate with internal departments to understand purchasing needs and forecast demand.

· Resolve issues related to orders, invoicing, or supplier performance.

· Monitor market trends and compare pricing to identify cost-saving opportunities.

· Assist with supplier performance evaluations.

Administrative Assistant Responsibilities

· Provide administrative support to management and staff.

· Manage calendars, schedule meetings, and coordinate travel arrangements.

· Prepare reports, presentations, correspondence, and other documents.

· Answer and direct phone calls; greet visitors and assist as needed.

· Organize and maintain filing systems—digital and physical.

· Assist with onboarding documentation, HR forms, and employee communication.

· Support office operations, including supply inventory, equipment maintenance, and general office upkeep.

· Handle incoming/outgoing mail, shipping, and package logistics.

Qualifications

· High school diploma required; associate degree or higher preferred.

· 2+ years of experience in purchasing, procurement, administrative support, or related roles.

· Strong verbal and written communication skills.

· Proficiency in Microsoft Office (Excel, Word, Outlook); ERP or purchasing software experience a plus.

· Ability to multitask, prioritize, and manage deadlines.

· Strong attention to detail and record-keeping skills.

· Problem-solving mindset and ability to work independently.

· Professional, reliable, and able to maintain confidentiality.

Competencies

· Organizational excellence

· Vendor negotiation & relationship management

· Time management

· Data accuracy & documentation

· Customer service mindset

· Adaptability in a fast-paced environment

Working Conditions

· Office-based role with standard business hours.

· Occasional lifting of packages or office supplies (typically up to 25 lbs).

· Collaboration with multiple departments, including operations, accounting, and management.

Pay: $45,000.00 - $55,000.00 per year

Work Location: In person