Procurement and Administration Assistant

OCALA EYE PA•Ocala, FL

7d•Onsite

About The Position

The Procurement & Administration Assistant supports purchasing, receiving, and account reconciliation for frames and inventory across Ocala Eye’s offices. This is the second position on the procurement team and shares the Procurement & Administration Specialist’s duties. The Assistant works under the Specialist’s guidance, follows the Specialist’s established processes and day-to-day direction, and brings process questions to the Specialist first. The Specialist does not supervise the Assistant. The role reports to the Director of Sales, and the division of shared duties is set by the Specialist and Director of Sales. The position is located at Heath Brook Admin in the Optical department. Responsibilities include ordering and receiving frames and other inventory, reconciling daily work and vendor invoices, managing returns, refunds, warranties, and discontinued products, and supporting office staff with ordering and documentation. The Assistant also covers the Specialist’s responsibilities during absences by following established procedures and performs other related duties as assigned.

Requirements

High school diploma or equivalent.
Strong attention to detail and comfort working with numbers.
Working knowledge of Microsoft Excel and email.
Ability to follow established procedures and take direction from a lead.
Ability to lift and carry boxes weighing up to 25 pounds when receiving shipments.
Ability to work at a computer for extended periods.
Organized and able to track multiple open items, including orders, returns, and claims.
Clear, patient communication with staff and vendors.
Follow-through on discrepancies until they are resolved.
Discretion when handling confidential financial information.

Nice To Haves

Experience in purchasing, receiving, accounts payable, inventory, or a similar administrative role.

Responsibilities

Place orders for frames and other inventory according to established purchasing procedures.
Receive shipments, check contents against packing slips and purchase orders, and record receipts in Optical and Aesthetics point-of-sale systems.
Flag shortages, damaged goods, and incorrect shipments, and follow up with vendors until resolved.
Balance daily work and resolve discrepancies before close of business.
Match vendor statements and invoices against items ordered and received before approval for payment.
Research and resolve vendor billing errors, credits, and price discrepancies.
Process vendor returns and track credits and refunds through completion.
Handle warranty claims for frames and related products on behalf of all offices.
Manage discontinued products by identifying them, coordinating returns or pull-backs from offices, and updating records.
Help office staff correctly document and place orders.
Answer staff questions about order status, returns, and warranty claims.
Report recurring documentation or ordering errors to the Procurement & Administration Specialist so processes can be corrected.
Cover the Specialist’s responsibilities during absences, following established procedures.
Perform other related duties as assigned.