Purchasing Administrative Assistant

St. Louis, MO

About the role

The Purchasing Administrative Assistant provides essential administrative and transactional support to the Purchasing, Supply Chain, and Operations teams. This role focuses on processing purchase orders, coordinating supplier communications, maintaining procurement records, tracking deliveries, resolving invoice discrepancies, and ensuring accurate data within ERP systems. The position acts as a key liaison between suppliers, operations, finance, and internal stakeholders to help ensure uninterrupted production and smooth business operations.

Responsibilities

• Process and track purchase requisitions and purchase orders accurately and in a timely manner.
• Monitor open purchase orders and follow up with suppliers regarding order status, delivery schedules, and expediting requirements.
• Obtain quotations from approved suppliers and support the evaluation and documentation of supplier offers.
• Assist with supplier onboarding and maintain complete and up-to-date vendor documentation.
• Maintain supplier contact information and purchasing records to support efficient procurement activities.
• Coordinate with purchasing personnel regarding shortages, backorders, and delivery concerns to minimize operational impact.
• Track and update supplier lead times and delivery commitments within the ERP and related systems.
• Maintain procurement files, records, and reports in an organized and compliant manner.
• Prepare correspondence, spreadsheets, and presentations related to purchasing and supply chain activities.
• Schedule meetings and maintain departmental calendars as needed to support team coordination.

Skills

• Minimum of 2 years of administrative experience.
• Basic Excel skills, including the ability to sort and filter data.
• Good written and verbal communication skills.
• Strong attention to detail with a focus on accuracy in data and documentation.
• Comfortable using Microsoft Office applications, especially Outlook.
• Ability to work collaboratively with purchasing, supply chain, and operations teams.
• Capability to manage multiple tasks and priorities in a fast-paced environment.

Qualifications

• Experience supporting a procurement and/or supply chain team (preferred).
• Intermediate Excel skills, including pivot tables and lookups (preferred).
• Experience using an ERP system (preferred).
• Familiarity with purchasing, supply chain, and vendor management processes.
• Ability to build and maintain effective relationships with suppliers and internal stakeholders.
• Interest in contributing to continuous improvement initiatives within procurement and supply chain functions.

Work Environment

This is an in-office position working Monday through Friday. The standard schedule begins at 7:30 a.m., with the option to start as early as 6:00 a.m. for those who prefer an earlier shift. The role involves regular use of Microsoft Office applications, particularly Outlook and Excel, as well as ERP systems to manage purchasing and supply chain data. The environment supports collaboration with purchasing, supply chain, and operations teams and offers a strong opportunity to contribute to and learn from a dedicated procurement function.

Pay

The pay range for this position is $23.00 - $26.00/hr.

Benefits

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Schedule

This is a fully onsite, contract position based in Saint Louis, MO, with a standard schedule of Monday through Friday. The standard start time is 7:30 a.m., with an option to start as early as 6:00 a.m.