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Title
Text copied to clipboard!Purchasing Admin Assistant
Description
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We are looking for a dedicated and detail-oriented Purchasing Admin Assistant to join our team. The ideal candidate will support the purchasing department in various administrative tasks, ensuring smooth and efficient operations. This role requires excellent organizational skills, the ability to multitask, and a keen eye for detail. The Purchasing Admin Assistant will be responsible for maintaining accurate records, processing purchase orders, and communicating with suppliers. This position is crucial for maintaining the flow of goods and services necessary for our operations. The successful candidate will have a strong understanding of procurement processes, excellent communication skills, and the ability to work well under pressure. This role offers an excellent opportunity to grow within the company and gain valuable experience in the field of procurement and supply chain management. The Purchasing Admin Assistant will work closely with the purchasing manager and other team members to ensure that all purchasing activities are conducted in a timely and cost-effective manner. If you are a proactive individual with a passion for procurement and a desire to contribute to a dynamic team, we encourage you to apply.
Responsibilities
Text copied to clipboard!- Assist in the preparation and processing of purchase orders.
- Maintain accurate and up-to-date records of all purchasing activities.
- Communicate with suppliers to obtain quotes and follow up on orders.
- Coordinate with internal departments to ensure timely delivery of goods and services.
- Monitor inventory levels and place orders as needed.
- Resolve any issues or discrepancies related to purchase orders.
- Assist in the preparation of reports and presentations for management.
- Maintain and update supplier information in the database.
- Support the purchasing manager in various administrative tasks.
- Ensure compliance with company policies and procedures.
- Assist in the negotiation of contracts and agreements with suppliers.
- Track and report on key performance indicators related to purchasing activities.
- Provide administrative support to the procurement team.
- Assist in the development and implementation of purchasing strategies.
- Coordinate with the finance department to ensure timely payment of invoices.
- Maintain a clean and organized work environment.
- Participate in training and development programs as required.
- Assist in the preparation of budget forecasts and cost analysis.
- Ensure all purchasing activities are conducted in a cost-effective manner.
- Perform other duties as assigned by the purchasing manager.
Requirements
Text copied to clipboard!- High school diploma or equivalent; associate's or bachelor's degree preferred.
- Previous experience in a purchasing or administrative role.
- Strong organizational and time management skills.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to work independently and as part of a team.
- Attention to detail and accuracy.
- Ability to multitask and prioritize tasks effectively.
- Knowledge of procurement processes and best practices.
- Experience with purchasing software or ERP systems is a plus.
- Strong problem-solving skills.
- Ability to work under pressure and meet deadlines.
- Excellent negotiation skills.
- Ability to maintain confidentiality and handle sensitive information.
- Strong analytical skills.
- Ability to adapt to changing priorities and work environments.
- Customer service-oriented mindset.
- Willingness to learn and grow within the company.
- Strong work ethic and positive attitude.
- Ability to lift and carry up to 25 pounds.
Potential interview questions
Text copied to clipboard!- Can you describe your previous experience in a purchasing or administrative role?
- How do you prioritize tasks when you have multiple deadlines to meet?
- Can you provide an example of a time when you resolved a discrepancy with a supplier?
- How do you ensure accuracy and attention to detail in your work?
- What strategies do you use to maintain good relationships with suppliers?
- How do you handle stressful situations or tight deadlines?
- Can you describe your experience with purchasing software or ERP systems?
- How do you stay organized and manage your time effectively?
- What do you consider to be the most important skills for a Purchasing Admin Assistant?
- How do you handle confidential or sensitive information?
- Can you provide an example of a successful negotiation you conducted?
- How do you ensure compliance with company policies and procedures?
- What steps do you take to stay updated on procurement best practices?
- How do you handle feedback or criticism from supervisors?
- Can you describe a time when you had to adapt to a changing work environment?
- What motivates you to perform well in your job?
- How do you approach problem-solving in your role?
- Can you describe your experience with Microsoft Office Suite?
- What do you enjoy most about working in procurement?
- How do you ensure effective communication with internal departments and suppliers?
