Purchasing Administrator II (Roseville, CA)

Primary Duties And Responsibilities

• Purchase Order Entry and Administration
• Create purchase orders in SAP based on approved requests from site personnel and procurement stakeholders.
• Enter accurate pricing, quantities, vendor information, delivery details, GL coding, cost centers, and supporting documentation.
• Review purchasing requests for completeness, accuracy, and compliance before PO creation.
• Follow standard templates, procurement procedures, approval requirements, and purchasing guidelines.
• Process a high volume of purchase order transactions daily while maintaining accuracy and consistency.
• Provide PO status updates to internal stakeholders as needed.
• Support PO corrections, revisions, closures, and cleanup activities as directed.
• Goods Receipt and Service Entry
• Support enter goods receipts and service confirmations in SAP based on site confirmation of goods received or services completed.
• Ensure receipt entries reflect actual delivery, completed services, or verified site confirmation.
• Attach, reference, or validate required supporting documentation.
• Review receipt requests for accuracy and escalate discrepancies when information is incomplete or inconsistent.
• Support timely receipt processing to assist with invoice matching and vendor payment.
• Procurement Process and Compliance
• Follow standardized procurement procedures, approval workflows, and SAP data entry requirements.
• Support enforcement of “No PO, No Pay” by helping ensure purchase orders are created before goods or services are provided.
• Ensure all purchasing activity is properly documented and completed within SAP.
• Identify and escalate off-system purchasing activity, missing approvals, pricing discrepancies, or incomplete documentation.
• Maintain data integrity across purchasing transactions.
• Aid in procurement compliance reviews, PO aging, open receipt items, and transaction cleanup as needed.
• Bidding and Purchasing Support
• Support purchasing and bidding activities under the direction of Procurement.
• Assist with collecting vendor quotes, organizing bid documentation, and maintaining quote support.
• Validate that required quote or bid documentation is attached or available before PO creation when applicable.
• Communicate with vendors and internal teams to obtain missing information, pricing clarification, or supporting documentation.
• Support procurement team members with administrative sourcing tasks as needed.
• Cordination and Communication
• Communicate with site personnel to resolve incomplete, incorrect, or unclear purchasing requests.
• Cookordination with Procurement, Accounts Payable, and Operations to support the full P2P process.
• Escalate issues such as missing information, pricing discrepancies, vendor concerns, receipt issues, or invoice matching problems.
• Support multiple sites and business units with purchasing administration needs.
• Provide professional and timely customer service to internal stakeholders and external vendors.

Job Qualifications

• High school diploma required.
• Associate or bachelor’s degree preferred, or equivalent work experience.
• 2–4 years of experience in purchasing administration, procurement support, data entry, AP support, operations administration, or related field.
• Experience with SAP or similar ERP system preferred.
• Experience supporting purchase orders, receipts, vendors, invoices, or purchasing documentation preferred.
• Understanding of procurement, bidding, and P2P processes preferred.