Purchasing Admin Assistant (Full Time, 40 hrs) Tropical Shell & Gifts

Historic Tours of America•Key West, FL

13d•Onsite

About The Position

Required Knowledge, Skills and Abilities Calendar Management: Efficiently manage buyer’s calendars, including scheduling appointments, out of office notices and coordinate meetings (onsite & virtual) to ensure department time is optimized for essential tasks. Email and Communication: Screen, prioritize, and respond to emails and other communications on behalf of buyers; maintaining professionalism and confidentiality. Travel Arrangements: Arrange domestic travel itineraries including flights, accommodations, transportation, and show registrations while optimizing costs and convenience. Process expenses in a timely and accurate manner through online portal. Document Preparation: Draft, edit, and proofread various documents, reports, presentations, and correspondence to ensure accuracy and consistency. Ability to accurately calculate, analyze and resolve revenue documents and reports. Meeting Coordination: Set up cameras, speakers, access connections for virtual meetings. Prepare agendas/revenue reports for onsite & virtual meetings. Information Management: Manage and organize proprietary information and documents to ensure quick retrieval while maintaining confidentiality. Project Support: Assist with special projects, research, and analysis as assigned by buyers: provide relevant insight and deliver results within specified timelines. Office Administration: Oversee general office tasks, such as ordering supplies, maintaining office equipment, and handling incoming calls or visitors; ensuring a professional and productive work environment.

Requirements

Qualifications:
Data Entry – preferred 3-5 years experience.
Advanced skills in Microsoft Suite to include Excel, PowerPoint, Outlook, Word (used within the past year). Must pass an Excel and Outlook exam.
Internet experience includes payroll, travel, virtual meetings, and vendor applications.
Proficiency with various office equipment (scanners, printers) and filing systems.
Ability to multi-task professionally within a busy environment. Collaborate respectfully with colleagues to exceed shared department objectives and company goals.
Microsoft Excel: 3 years (Required)
Data entry: 3 years (Required)
Day Shift (Required)
Ability to Commute: Key West, FL 33040 (Required)

Nice To Haves

Experience in the Retail Purchasing industry a plus.

Responsibilities

Calendar Management: Efficiently manage buyer’s calendars, including scheduling appointments, out of office notices and coordinate meetings (onsite & virtual) to ensure department time is optimized for essential tasks.
Email and Communication: Screen, prioritize, and respond to emails and other communications on behalf of buyers; maintaining professionalism and confidentiality.
Travel Arrangements: Arrange domestic travel itineraries including flights, accommodations, transportation, and show registrations while optimizing costs and convenience. Process expenses in a timely and accurate manner through online portal.
Document Preparation: Draft, edit, and proofread various documents, reports, presentations, and correspondence to ensure accuracy and consistency. Ability to accurately calculate, analyze and resolve revenue documents and reports.
Meeting Coordination: Set up cameras, speakers, access connections for virtual meetings. Prepare agendas/revenue reports for onsite & virtual meetings.
Information Management: Manage and organize proprietary information and documents to ensure quick retrieval while maintaining confidentiality.
Project Support: Assist with special projects, research, and analysis as assigned by buyers: provide relevant insight and deliver results within specified timelines.
Office Administration: Oversee general office tasks, such as ordering supplies, maintaining office equipment, and handling incoming calls or visitors; ensuring a professional and productive work environment.