The Purchasing Administrative Assistant position is primarily responsible for providing administrative support to the corporate purchasing department. This position is responsible for printing Purchase Orders (POs), creating and maintaining variety of purchasing related spreadsheets and location specific purchases throughout the year and season, data entry into Purchasing System based on clear instruction from purchasing department team members and filing of all Purchase Requisitions (PRs) and POs. Assists with arrangements related to the shipping and distribution of purchases to various locations, placing and maintaining office supply orders and facilitating all purchasing related returns and billing discrepancies as needed. This position is a salaried non-exempt from overtime (paid for overtime) and reports to the Manager of Purchasing.
Assists and supports the corporate purchasing department by providing general administrative support. This includes, but is not limited to: copying, scanning and filing of all POs and PRs, data entry into purchasing system based on clear instruction from Purchasing Agents or Purchasing Manager, sending out quotes to vendors, ordering of general office supplies for corporate office, reconciling POs to invoices to assist with locating discrepancies and maintaining vendor information database.
Updates and maintains various purchasing related spreadsheets related to location specific purchases through the year and seasons.
Assists with the tracking and distributing various shipments across company’s various locations.
Facilitate the return of product and materials that are no longer needed or were provided in error, etc. and help to resolve any order discrepancies.
Works with the accounting and inventory departments to reconcile and resolve PO and PR discrepancies.
Special projects and reporting related to assisting corporate purchasing department.
Other duties as assigned.
Data entry experience.
Strong organizational and multi-tasking skills.
Familiarity USPS and other various modes of shipping goods and materials.
Ability to use the internet to mine industry related websites for compiling data and assembling reports.
Professional communication skills and ability to maintain composure in a high-stress work environment.
Excellent customer service skills.
Solid math and general accounting skills.
Prompt regular and predictable attendance is an essential function of this position.
Intermediate to advanced computer skills (Word, Excel, Outlook).
Demonstrated ability to work:
This position is based in the corporate office which is located in Seattle, Washington and will require prompt and reliable attendance into the office during core business hours as face time in the office is a key company value. The schedule for this position will be Monday-Friday, 8:00am – 5:00pm. Please note that this position may require some extended hours (mornings, evenings, weekends, holidays, etc.) in order to meet business needs during peak seasons.