Administrative Assistant in Purchasing Department

Located in Lexington, KY

Salary: 20

 

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Position Summary:

The Administrative Assistant in the Purchasing Department provides essential support to ensure efficient procurement operations. This role involves handling administrative tasks, maintaining accurate records, coordinating with vendors, and assisting the purchasing team in achieving cost-effective, timely procurement of goods and services.

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Key Responsibilities:

• Administrative Support:

  • Prepare and process purchase orders, invoices, and related documentation.
  • Maintain organized filing systems for contracts, vendor information, and purchasing records.
  • Schedule meetings, manage calendars, and handle correspondence for the purchasing team.

• Vendor Coordination:

  • Communicate with suppliers regarding order status, delivery schedules, and discrepancies.
  • Assist in onboarding new vendors and maintaining updated vendor contact lists.

• Data Management & Reporting:

  • Enter and update purchasing data in ERP or procurement systems.
  • Generate regular reports on purchasing activities, inventory levels, and cost analysis.

• Compliance & Accuracy:

  • Ensure adherence to company purchasing policies and procedures.
  • Verify accuracy of pricing, quantities, and terms on all purchase documents.

• General Office Duties:

  • Answer phone calls, respond to emails, and provide customer service to internal departments.
  • Assist with special projects and other tasks as assigned by the Purchasing Manager.

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Qualifications:

• High school diploma or equivalent; Associate’s degree preferred.
• 2+ years of administrative experience, preferably in purchasing or supply chain.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with ERP systems is a plus.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

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Core Competencies:

• Detail-oriented and accurate
• Strong problem-solving skills
• Ability to work independently and as part of a team
• Professional demeanor and confidentiality

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