Purchasing Admin Assistant (Personal Care)

Job Summary

The Purchasing Administrative Assistant provides administrative and operational support to the Materials Management team by coordinating purchasing activities, maintaining accurate records, tracking orders, communicating with vendors and customers, and supporting process improvements.

Key Responsibilities

• Develop and maintain systems, checklists, and processes to effectively track, organize, and complete assigned tasks.
• Maintain accurate records of client accounts, vendor information, and business contacts.
• Track purchase orders, shipments, and deliveries to ensure timely completion.
• Enter order information into accounting and tracking systems.
• Reconcile purchase orders, invoices, packing slips, and related documentation for accuracy.
• Receive incoming packages, sign packing slips, and scan documentation into order tracking systems.
• Match vendor invoices with packing slips and purchase orders.
• Verify vendor pricing and ensure costs align with approved purchase orders.
• Communicate order status, delivery updates, and issues to managers, customers, and internal teams.
• Support direct-shipped customer orders by providing timely status updates.
• Maintain strong vendor relationships and assist with efforts to obtain competitive pricing and service.
• Monitor purchase orders placed by the Purchasing Manager and provide follow-up as needed.
• Aid management by proactively handling administrative details and resolving routine issues.
• Maintain confidentiality of company records, documentation, and sensitive information.

Qualifications

• High school diploma or equivalent required.
• Associate degree in Business, Technology, or related field preferred; Bachelor’s degree a plus.
• Three to five years of administrative experience preferred.
• Previous experience or exposure to purchasing, procurement, order management, or customer service required.