Administrative Assistant – Planning/Purchasing & Accounting

Ira Green•Providence, RI

About The Position

The Administrative Assistant will provide administrative and clerical support to both the Planning/Purchasing and Accounting departments. This role is designed to split responsibilities approximately evenly between both areas, assisting with daily administrative tasks, data entry, document management, and coordination activities that support efficient department operations. The ideal candidate will be highly organized, detail-oriented, and capable of managing tasks across multiple functions.

Requirements

High school diploma or equivalent required; associate degree in business or accounting preferred.
1–3 years of administrative experience
Strong organizational and time-management skills.
Proficiency in Microsoft Office Suite.
Strong attention to detail and ability to handle confidential information.
Strong organizational and time management skills.
Ability to maintain confidentiality with financial information.
Strong communication and problem-solving skills.
Ability to manage multiple priorities across departments.
Strong communication and interpersonal skills.
High level of accuracy and attention to detail.
Problem-solving mindset and willingness to assist where needed.
Ability to work both independently and as part of a team.

Nice To Haves

Manufacturing experience is a plus
Prior experience with Syspro MRP system is a plus.

Responsibilities

Assist with accounts payable and accounts receivable administrative tasks.
Process invoices and ensure supporting documentation is complete.
Help with data entry and reconciliation of financial records.
Maintain accounting files, records, and documentation.
Support the accounting team with preparing reports, filing, and document management.
Assist with internal audits and other clerical accounting tasks as needed.
Assist with the preparation and processing of purchase orders.
Enter and maintain purchasing data in the company's ERP or internal systems.
Support inventory tracking and update planning spreadsheets or reports.
Communicate with vendors regarding order confirmations, delivery dates, and documentation.
Maintain organized purchasing files and records.
Assist the Planning/Purchasing team with scheduling, reports, and other administrative tasks as needed.