Purchasing Administrative Assistant

Aston Carter•Fort Lauderdale, FL

3d•$22 - $27•Onsite

About The Position

This role supports purchasing, inventory control, and general office administration by accurately entering data into an ERP system, coordinating vendor and service provider activities, and assisting with shipping and logistics as needed. The Purchasing Administrative Assistant helps ensure smooth day-to-day operations by maintaining accurate records, monitoring inventory levels, and providing professional customer service to internal and external stakeholders.

Requirements

Hands-on experience monitoring and maintaining inventory levels in an ERP system, with Oracle strongly preferred.
Ability to create and manage internal requisitions and purchase orders within an ERP environment.
Experience receiving goods, reconciling packing slips, and resolving discrepancies with vendors or internal stakeholders.
Strong data entry skills related to purchase orders, invoices, inventory adjustments, and receipts.
High attention to detail and strong organizational skills.
1–2 years of customer service and communication experience.
Computer literacy, preferably with Oracle experience.
Accounting and finance knowledge, including understanding of general ledger accounts, fixed and variable costs, accounts receivable, and accounts payable.
Strong time management skills and the ability to manage multiple tasks independently.
Ability to work responsibly and independently with minimal supervision.
Reliable transportation to and from the workplace.

Nice To Haves

Prior purchasing experience is preferred.
Prior purchasing or supply chain administrative experience is a plus.
Experience managing vendor and service provider relationships and delivering strong customer service.
Knowledge of international shipping processes, customs, and freight forwarders is preferred but not required.
Experience creating shipping labels using FedEx and UPS systems.
Flexible mindset and willingness to take on different responsibilities as business needs arise.
Detail-oriented and organized approach to work.
Comfort working in a small team environment and handling tasks independently.

Responsibilities

Enter purchasing and financial data into Oracle, including purchase orders, vendor invoices, payments to vendors, receipts from customers, new customer and vendor profiles, inventory adjustments, and inventory receipts.
Evaluate service contract proposals by reviewing and summarizing quotes received for management review.
Coordinate and organize scheduled visits from service providers, ensuring clear communication and proper documentation.
Manage service contracts by tracking expiration dates, coordinating renewals, and maintaining accurate records.
Evaluate pricing from vendors for office and shop supplies, researching and presenting multiple quotes for review and approval.
Monitor office and canteen supply levels and reorder as needed to maintain appropriate stock levels.
Occasionally arrange travel for visitors, including booking transportation and accommodations as required.
Enter internal requisitions and purchase orders into Oracle for purchasing activities.
Monitor receipt of goods, enter receiving information into Oracle, and communicate any discrepancies to internal stakeholders and third-party vendors.
Monitor and order office supplies, warehouse supplies, and shop supplies to support daily operations.
Assist and provide backup support to the Warehouse Supervisor for incoming international shipments, working with freight forwarders and brokers.
Learn and support the shipping process, including creation of shipping labels using FedEx and UPS systems.
Manage packing slips by organizing, reconciling, and ensuring accurate documentation of incoming and outgoing shipments.
Collaborate with vendors, service providers, and internal teams to resolve issues related to purchasing, shipping, and inventory.
Work independently to prioritize tasks, manage time effectively, and take on additional responsibilities as needed.