Buyer Administrative Assistant

Citarella

16d

About The Position

Citarella s Buying Team is essential to ensuring our stores offer only the highest quality products-from artisanal cheeses and peak-season produce to a curated selection of specialty items sourced in-house, domestically, and internationally. As the Administrative Assistant to our Buyers , you will play a key support role, managing daily administrative tasks that keep our team operating efficiently. You ll handle everything from data entry and invoicing to vendor communications and internal scheduling. A background in food retail or distribution is a plus, but what matters most is your enthusiasm for supporting a high-performing team and your commitment to accuracy, organization, and communication.

Requirements

Minimum 2 years of experience in an administrative support role
High School Diploma required
Strong organizational and time management abilities
Excellent written and verbal communication skills
Detail-oriented with a proactive approach to problem-solving
Proficient in Microsoft Office Suite (Excel, Word, Outlook)

Nice To Haves

Experience in a food-related or warehouse/distribution environment is preferred
Ability to travel to all Citarella locations
Associate s, Bachelor's, or trade school degree preferred

Responsibilities

Provide direct administrative support to the Buying Team
Manage calendars and coordinate meetings and calls
Assist with vendor inquiries, delivery scheduling, and warehouse coordination
Conduct research and gather information for the Buyers as needed
Create purchase orders using internal ordering systems
Maintain vendor records, including contact details and cost/item files
Perform accurate data entry and maintain system updates
Prepare, distribute, and archive meeting notes
Track Paid Time Off and maintain team holiday calendars
Handle incoming calls, voicemails, and messages professionally
Perform general office tasks including scanning, mailing, filing, faxing, and emailing
Monitor and manage supply orders and inventory
Keep office area clean, organized, and well-stocked
Support the team with other tasks and projects as assigned