Administrative Assistant - A/P & Purchasing

About the role

This position provides essential administrative support to the Purchasing Department and the Parts and Supplies team. It includes tasks such as preparing, tracking, and filing purchasing documents, processing invoices, maintaining records, and generating routine reports.

Responsibilities

• Receives and opens correspondence for the Purchasing department.
• Answer all incoming telephone calls for the Purchasing department and direct them as necessary. Deliver messages as necessary.
• Maintain and update departmental filing systems.
• Prepare courier packages and airway bills when packages and documents need to be delivered.
• Aid in organizing and filing purchase orders, invoices, and proof of delivery (POD) documents to support invoice processing.
• Provide clerical support in reviewing receiving documents and matching them with purchase orders and vendor invoices.
• Support the coding of incoming invoices by gathering necessary information and assisting with general ledger allocation under supervision.
• Enter basic data into the DST system and assist with batch preparation for invoice posting and payment processing.
• Aid in collecting and organizing vendor documentation such as applications, W-9s, and insurance certificates.
• Help complete vendor forms and maintain vendor files in accordance with company procedures.
• Assist in communication with vendors by responding to routine inquiries and escalating complex issues to the Coordinator or Manager.
• Help generate reports such as open purchase order reports and follow up on missing invoices.
• Enter accounts payable invoices into the AS400/JDE system as directed, ensuring accuracy and completeness.
• Provide administrative support for weekly payroll processing for owner-operators, including document preparation and data entry.
• Aid in auditing purchase orders against packing lists and invoices, flagging discrepancies for review.
• Aid in ordering and disbursing employee uniforms.
• Perform additional related duties as assigned.

Qualifications

• One (1) year minimum of administrative support experience in accounting, procurement, or inventory environments.
• Thorough knowledge of office practices, procedures, and proper usage of office equipment.
• Intermediate Computer skills in programs such as MS Word, Excel & Outlook.
• Must have intermediate communication skills both in English and Spanish to communicate at different levels throughout the organization and with exterior organizations, vendors, etc.
• The ability to respond to common inquiries relating to the areas of DST system or purchasing.
• Strong mathematical and numerical abilities.
• The ability to perform a volume of numerical calculations with speed and accuracy.
• The ability to work independently with limited supervision, multitask and possess strong initiative.
• Possess organizational and time management skills with ability to prioritize and be detail-oriented.
• The ability to consistently meet deadlines.
• The ability to work extended hours, holidays, and/or weekends as needed.
• The ability to understand and follow complex oral and written instructions and technical terminology.
• The ability to exercise independent judgment within established systems and procedures.
• The ability to define problems, collect data, establish facts, and draw valid conclusions.
• Possess an Associate’s Degree in Business Administration, Accounting, or a related field.
• Experience using JD Edwards system.

Physical requirements

• The employee is regularly required to use their hands and fingers.
• The employee frequently is required to talk and/or hear.
• The employee is continuously required to sit.
• The employee is occasionally required to stand and walk; climb or balance; stoop, kneel, crouch, or crawl.

Safety requirements

• Report safety hazards.
• Immediately report incidents involving injury, illness, or property damage.
• Wear protective PPE (Personal Protective Equipment) as instructed or necessary.
• Comply with all company safety policies, procedures, and rules.
• Refuse any unsafe task or operation.
• Participate in safety meetings and training.
• Be constantly aware of their personal safety and that of their coworkers.