Position Overview We are seeking a detail-oriented, organized, and proactive Administrative Assistant to support the Purchasing Department. This position will provide administrative and operational support to help ensure purchase orders, vendor communications, drop-shipments, packaging materials, and open orders are processed accurately and delivered on time. The ideal candidate will have strong attention to detail, excellent follow-up and communication skills, and the ability to manage multiple priorities in a fast-paced manufacturing environment. This role requires regular communication with vendors, Purchasing team members, and other departments throughout the Company. Key Responsibilities Purchase Order Administration - Prepare and enter purchase orders accurately based on Purchasing Department requirements.
- Send purchase orders to vendors and confirm vendor receipt and acknowledgment.
- Follow up with vendors regarding order confirmations, pricing, quantities, lead times, and expected delivery dates.
Order Tracking & Expediting - Track open purchase orders and follow up with vendors to support on-time delivery.
- Monitor order status, expected delivery dates, and changes to vendor commitments.
- Expedite drop-ship orders and confirm shipment and delivery information.
- Follow up on drop-ship orders to ensure Receiving Orders are completed accurately and timely.
- Communicate delays, changes, or potential delivery issues to the appropriate Purchasing team member.
Other Responsibilities - Support the purchasing process for vendor packaging materials.
- Request and obtain quotes from vendors for packaging requirements.
- Coordinate with vendors regarding packaging specifications and requirements.
- Assist the Purchasing team in researching and resolving shipping discrepancies with vendors and Accounting Department.
- Provide general administrative support to the Purchasing Department, including data entry, filing, recordkeeping, and maintaining purchasing documentation.
Ira Green, Inc. is an Affirmative Action/Equal Opportunity Employer Minority/Female/Disabled/Veteran/Sexual Orientation/Gender Identity
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