Administrative Assistant — Purchase Order & Stakeholder Coordination

Virtasant•Austin, TX

2d•Remote

About The Position

We're looking for a highly organized and proactive Administrative Assistant to support purchase order (PO) coordination and cross-functional stakeholder communication for our client's team. You'll be the go-to person for keeping procurement workflows moving smoothly, tracking orders from request through fulfillment, and serving as a reliable point of contact between internal teams, finance, and external vendors. This role suits someone who thrives on bringing order to complexity, communicates clearly under pressure, and takes pride in being the dependable, organized force behind a busy team.

Requirements

5+ years of experience in an administrative, coordination, or procurement support role.
Experience managing purchase orders, invoices, or vendor relationships.
Excellent organizational skills with acute attention to detail.
Strong written and verbal communication skills; comfortable coordinating across multiple stakeholders and departments.
Must be fully bilingual in English.
Ability to balance multiple priorities in a fast-paced, deadline-driven environment.
Proficiency with standard office and procurement/finance software (e.g., spreadsheets, PO/ERP systems).

Nice To Haves

Experience supporting Directors, Senior Directors, or similar leadership.
Familiarity with corporate procurement systems and approval workflows.
Bachelor's degree.
Calm, solutions-oriented demeanor under pressure; strong sense of professionalism and discretion.

Responsibilities

Process, track, and manage purchase orders and corporate card purchases from initiation through completion, ensuring accuracy and timely follow-through.
Coordinate with stakeholders across the organization—including finance, procurement, vendors, and department leads—to resolve PO discrepancies, approvals, and status updates.
Interface with external stakeholders (vendors, suppliers, and service providers) to confirm order details, delivery timelines, and invoicing.
Maintain organized records of POs, contracts, and related documentation; ensure compliance with internal purchasing policies.
Schedule and coordinate meetings related to procurement and budget planning, including preparing agendas and distributing materials.
Reconcile expense reports and purchase documentation in partnership with finance teams.
Manage day-to-day administrative needs of the team: office supplies, equipment orders, software license requests, and vendor communications.
Support onboarding of new vendors or team members as it relates to procurement processes.
Collaborate with a broader admin team on cross-departmental projects and process improvements.
Handle sensitive and confidential purchasing information with discretion.