Administrative Assistant - Purchasing Dept

Job Summary

The Administrative Assistant for the Purchasing Department provides essential support to procurement and operations functions for ingredients across multiple manufacturing facilities. This role assists with purchasing activities, inventory coordination, data management, invoice reconciliation, and communication between internal teams and external suppliers. The position works closely with sourcing, supply chain, operations, and finance teams to ensure smooth material flow and accurate documentation.  This is a temporary roll, lasting approx 4 weeks

Key Responsibilities of the Administrative Assistant:

1. Assist with purchasing dairy and non-dairy ingredients to meet production and customer requirements.
2. Prepare and issue purchase orders, track order status, and support release management for internal and external storage programs.
3. Maintain accurate data in SAP and MRP systems, including material updates, inventory adjustments, and documentation.
4. Monitor daily inventory levels and production schedules to support timely procurement decisions.

Coordination & Communication

1. Work with supply chain teams, plant personnel, and suppliers to coordinate ingredient deliveries, transportation schedules, and logistics needs.
2. Support inventory reconciliation efforts and communicate discrepancies to appropriate stakeholders.
3. Prepare and distribute raw material change notifications to operations and internal teams.

Financial & Invoice Processing

1. Reconcile daily and monthly ingredient invoices and load settlements.
2. Collaborate with finance teams to resolve invoice discrepancies, credits, and payment issues.
3. Assist with required financial reporting and documentation.

Cross-Functional Support

1. Provide administrative support for sourcing initiatives, purchasing programs, contracts, and cost-saving projects.
2. Assist R&D and Operations with ingredient-related documentation and project coordination.
3. Participate in continuous improvement activities related to SAP, internal systems, and process efficiency.

Compliance & Policy Support

1. Assist with regulatory reporting and audit preparation related to dairy and ingredient purchasing.
2. Support adherence to company purchasing policies and procedures.
3. Contribute to the food safety management system by communicating any food safety concerns to the Quality Department.

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