Job Description

Purchasing Administrator

Summary Overview

General overview includes managing the day-to-day administrative and operational tasks of our organization's procurement department. The purchasing administrator ensures that goods and services are acquired efficiently, on time, and in compliance with company policies.

Core Responsibilities

Purchase Order Management: Creating, issuing, and tracking purchase orders (POs); obtaining shipment confirmations and tracking information. Vendor Coordination: Researching and identifying suppliers, maintaining vendor databases, and negotiating minor contract terms or pricing. Invoice & Receipt Reconciliation: Reconciling supplier invoices with POs and delivery receipts; resolving discrepancies in pricing or quantity with finance teams. Inventory & Stock Control: Monitoring inventory levels, forecasting supply needs, and coordinating with warehouse staff to prevent shortages or excesses. Documentation & Reporting: Maintaining organized records of all transactions for auditing; generating reports on spending trends and supplier performance.

Required Skills & Qualifications

Education: Associate's / Bachelor's degree in Business, Finance, or Supply Chain Management preferred, not required. Technical Skills: Proficiency in Microsoft Office Suite (especially advanced Excel) and experience with ERP systems such as SAP, Oracle, QAD or Microsoft Dynamics (or the ability to learn). * Soft Skills: High attention to detail, strong mathematical acuity along with problem solving skills, strong communication skills, and the ability to multitask in fast-paced environments. Some college, 2/4 year preferred, not required