Admin Assistant - Purchasing Agent

Liaison Technology Group•Decatur, IL

10d•$17 - $21•Onsite

About The Position

At Liaison Technology Group, we believe the future of home living is defined by convenience, comfort, and intelligent control. Our technology solutions transform homes and businesses into connected, intuitive environments. We are a growing, process-driven organization seeking team members who value accuracy, accountability, and operational excellence. Liaison Technology Group is seeking a Purchasing-focused Administrative Assistant to support procurement, vendor coordination, and government purchasing activities for our Decatur office. This role is heavily involved in sourcing, documentation, compliance, and financial accuracy, with administrative responsibilities serving to support purchasing operations. The ideal candidate is highly organized, detail-obsessed, and comfortable managing procurement workflows from quote to payment.

Requirements

Associate’s degree or higher in Finance, Accounting, Supply Chain, Business, or a related field (required).
1-3+ years of experience in purchasing, procurement support, or administrative roles with financial responsibility.
Strong written and verbal communication skills, particularly with vendors and internal stakeholders.
Proficiency in Google Workspace or Microsoft Office Suite; strong spreadsheet skills required.
Exceptionally detail-oriented, deadline-driven, and process-focused.
Comfortable working within online portals and using light AI tools.
Ability to work full-time, on-site, in the Downtown Decatur office.

Nice To Haves

Experience with QuickBooks and purchase order workflows preferred.

Responsibilities

Support government and commercial purchasing activities by monitoring daily procurement platforms and bid portals.
Qualify purchasing opportunities by scope, location, requirements, and timelines; maintain a Bid/No-Bid matrix and present 5–10 qualified opportunities weekly.
Manage procurement inboxes, vendor portals, and required registrations.
Track addenda, deadlines, compliance requirements, and mandatory meetings.
Build and maintain purchasing checklists, compliance matrices, and required documentation.
Request, collect, and standardize vendor and supplier quotes including pricing, lead times, warranties, freight, and terms & conditions.
Coordinate with internal project managers, installers, and vendors to validate specifications and quantities.
Prepare pricing tabs, purchasing summaries, and bid submission packages; route for approvals and signatures.
Track submissions and purchasing outcomes through award, interview, or closeout.
Process vendor invoices, purchase orders, and daily expense reports with accurate project and cost-center coding.
Match purchase orders to delivery receipts for smart home equipment and components.
Verify pricing accuracy, quantities, and approvals prior to payment.
Communicate directly with vendors regarding discrepancies, credits, lead times, and documentation gaps.
Reconcile vendor statements and resolve issues proactively.
Maintain vendor records including contracts, insurance certificates, W-9s, and 1099 documentation.
Support the Controller with purchasing reports, accruals, and audit documentation.
Maintain accurate procurement records, databases, and documentation repositories.
Answer and route calls related to purchasing, vendors, and project coordination as needed.