Purchasing Administrative Assistant

Job Title: Purchasing Administrative Assistant

Overview:

We are seeking a detail-oriented and proactive Purchasing Administrative Assistant support our procurement operations and ensure seamless purchasing experiences for our business partners. In this vital role, you'll coordinate supplier onboarding, manage procurement requests, and track vendor deliveries—while navigating the nuances of cost, timing, and strategy to keep operations flowing smoothly.

Key Responsibilities:

• Coordinate new supplier onboarding, ensuring timely completion in platforms such as Jira.
• Submit and track advance payment requests, collaborating with Finance and external suppliers.
• Monitor and ensure on-time delivery of vendor purchases; follow up proactively to resolve delays.
• Support buyers with quotation requests, proposal negotiations, and supplier agreements.
• Oversee purchasing logistics, updating delivery schedules and maintaining data accuracy in purchasing systems.
• Partner with planners to align supplier timelines with production and project milestones.
• Address non-conformances related to inbound goods and facilitate timely returns, refunds, or replacements.
• Resolve overdue invoices and ensure timely payments in line with supplier terms.
• Maintain and update master data, including pricing, lead times, and ordering parameters.
• Continuously identify process improvement opportunities to enhance procurement efficiency.
• Comply with all health, safety, and company procedures while maintaining an organized work environment.
• Collaborate cross-functionally to contribute to organizational goals.
• Take on additional duties as assigned by your manager.

Qualifications & Skills:

• Strong proficiency in Microsoft Excel and Office Suite; experience with ordering systems a plus.
• Solid understanding of procurement processes, vendor management, and supply chain operations.
• Exceptional organizational skills with keen attention to detail.
• Excellent communication abilities—both written and verbal.
• Comfortable working under moderate supervision and managing multiple priorities.
• Team-oriented with a proactive mindset and problem-solving drive.