Purchasing Administrative Assistant
2 months ago
Summary:
Collates all purchase requests. Purchases goods and necessary materials needed for support or daily operations of the organization. Assures there are always sufficient materials and supplies for all employee and client needs. Occasionally contacts Department Directors and Deputy Directors regarding purchasing requests. Pulls reports, creates purchase orders and orders products via vendor websites. Maintains and updates open order reports, backorder reports and purchase orders.
Responsibilities:
- Ensures that all purchase requests received in writing and are responded to within 24 hours via email
- Prepares log of Purchases by site location utilizing Purchase Order numbers
- Communicates directly with vendors and purchases items as per Director’s approvals and requests
- Purchases office supplies, client supplies, maintenance supplies, and/or equipment, including maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips and invoices to the Accounts Payable Division on a timely basis
- Organizes invoices, packing slips and purchase orders altogether for Accounts Payable; items should be readily available for assessment.
- Reviews all purchases to invoice and back orders
- Purchases monthly supplies for site maintenance and client necessities
- Logs all purchases and inventories of all goods. Assesses available inventories of supplies and ensures they are at the appropriate level
- Monitors inventory for all sites; performs inventory checks (supplies, equipment) quarterly
- Maintain updated records of purchased products, delivery information and invoices
- Assists with Audits when necessary (Internal, Year-End and DHS audits)
- Assists with improving inventory controls and creates new operating systems
- Assists with preparing bid packages and negotiating prices, terms, and conditions before placing orders
- Maintains procurement records
- Handles other duties as assigned
Professional & Personal Qualifications:
- A minimum of an Associate’s Degree or 3 years work experience, in a related field, required
- Quick Books proficiency necessary
- Extensive knowledge of MS Office software including Excel, Word and Outlook is a must
- Individual must possess a commitment to the mission of NAICA, Inc.
- The ability to work well and collaboratively with diverse groups required
- Must have proven ability to handle multiple tasks effectively under pressure
- Strong organizational skills, with an attention to detail, and proven efficiency
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