Job Description

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.
• Must be willing to travel to suppliers up to 5% of the time.

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