Administrative Assistant Purchasing

COLONIAL WHOLESALE DISTRIBUTING LLC•Tampa, FL

1d•$22 - $23

About The Position

The Administrative Assistant Purchasing supports Buyers with item- and vendor-related tasks and requests. The role prepares and processes purchase orders, communicates with vendors about order details, and monitors open orders and deliveries. It also supports item record maintenance, price changes, inventory needs, vendor returns, invoice matching, and vendor bill-backs. The position works with Purchasing, Receiving, Warehouse, and Cash & Carry operations and contributes to departmental projects and assignments.

Requirements

High school diploma or equivalent required.
Strong organizational skills and ability to manage multiple tasks, priorities, and deadlines.
Strong attention to detail and accuracy when working with purchase orders, pricing, invoices, item information, and inventory.
Excellent written and verbal communication skills.
Ability to communicate effectively and professionally with vendors, Buyers, and internal departments.
Proficiency in Microsoft Office, particularly Excel and Outlook.
Ability to learn and navigate purchasing, inventory, and ERP systems.
Strong follow-up skills and ability to monitor outstanding orders and resolve issues in a timely manner.
Ability to analyze information, identify discrepancies, and assist with problem resolution.
Ability to work independently while supporting a team in a fast-paced environment.
Strong customer service and relationship-building skills.
Ability to maintain confidentiality and handle sensitive business information appropriately.
Flexibility and willingness to take on additional responsibilities and special projects as assigned.

Nice To Haves

Associate degree in Business, Supply Chain, Purchasing, or a related field.
1–2 years of experience in purchasing, buying, inventory, accounts payable, merchandising, or a related administrative role.

Responsibilities

Assist Buyers with item- and vendor-related tasks and requests.
Prepare and process purchase orders accurately and on time.
Communicate with vendors to confirm orders, pricing, quantities, delivery dates, and estimated arrival times.
Ensure invoices are received and properly matched to purchase orders before product delivery when required.
Monitor open purchase orders and follow up on outstanding deliveries and expected receiving dates.
Coordinate resolution of damaged merchandise and vendor returns.
Create and maintain new item records, ensuring product information is complete, accurate, and up to date.
Assist with price changes, inventory needs, and other item-related updates.
Support purchasing-related projects, special assignments, and other departmental initiatives.
Process and track vendor bill-backs, ensuring supporting documentation is accurate, complete, and submitted on time.
Review and respond to emails daily, maintaining timely and professional communication with vendors and internal teams.
Provide support to Purchasing, Receiving, Warehouse, and Cash & Carry operations as needed.
Perform other duties and responsibilities as assigned by management.