Position Title:

Administrative Assistant – Inventory Support

Position Summary

We are seeking a detail-oriented and organized Administrative Assistant to support daily purchasing, inventory, and administrative operations. This role is responsible for placing orders, creating and managing purchase orders, maintaining pricing information, monitoring inventory levels, and ensuring timely communication with vendors and internal departments. The ideal candidate is highly proficient in Microsoft Office Suite and has experience working with NetSuite ERP systems.

Key Responsibilities

Create, process, and track purchase orders in NetSuite.
Place orders with vendors and suppliers while ensuring accuracy and timeliness.
Maintain and update pricing information, quotes, and vendor records.
Monitor inventory levels and coordinate replenishment orders as needed.
Research and resolve discrepancies related to orders, invoices, pricing, and inventory.
Communicate with vendors regarding order status, delivery schedules, and product availability.
Generate reports related to purchasing, inventory, and vendor performance.
Maintain organized electronic and physical records of purchase transactions.
Assist with receiving documentation and inventory reconciliation.
Support the accounting team by matching purchase orders, invoices, and receipts.
Coordinate with operations, sales, and warehouse teams to ensure product availability.
Perform general administrative duties including data entry, filing, scheduling, and correspondence.
Ensure compliance with company purchasing policies and procedures.

Qualifications

Required

High school diploma or equivalent; Associate’s degree preferred.
2+ years of administrative, purchasing, inventory, or related office experience.
Experience creating and managing purchase orders.
Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
Experience working with NetSuite ERP.
Strong organizational and time-management skills.
Excellent attention to detail and accuracy.
Strong verbal and written communication skills.
Ability to prioritize multiple tasks in a fast-paced environment.

Preferred

Experience with inventory management and supply chain processes.
Knowledge of vendor management and purchasing best practices.
Experience analyzing pricing and inventory reports.

Skills & Competencies

Purchase Order Management
Inventory Monitoring & Control
Vendor Relations
Pricing Administration
Data Entry & Record Keeping
Microsoft Excel (spreadsheets, reports, and data analysis)
NetSuite ERP Navigation and Data Management
Problem Solving & Critical Thinking
Multitasking & Time Management
Customer Service Mindset

Physical Requirements

Prolonged periods of sitting and working at a computer.
Ability to occasionally lift and move office supplies or materials up to 25 lbs.

Benefits

Competitive compensation
Health, dental, and vision insurance
Paid time off and holidays
401(k) plan
Professional development opportunities

Work Schedule

Monday - Friday 7:00 am - 4:00 pm

Express Office: Riverside-Corona

555 Queensland Circle

Unit 101

Corona, CA 92879

Email us

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