Administrative Support Specialist – Purchasing & Inventory

The Administrative Support Coordinator provides organizational and administrative assistance to the purchasing inventory control and order management functions. This role supports daily operational activities by coordinating documentation tracking inventory and orders maintaining accurate records and assisting internal and external stakeholders to ensure efficient and timely procurement and fulfillment processes.

Administrative Support

Provide general administrative support to purchasing and operations teams

Prepare maintain and organize records files and reports

Assist with data entry document preparation and correspondence

Support process improvements by maintaining standard operating procedures

Performs other related duties as assigned.

Purchasing Support

Assist with the preparation and processing of purchase orders

Communicate with vendors regarding order status pricing and delivery timelines

Maintain vendor information contracts and pricing records

Support purchasing staff by tracking open purchase orders and discrepancies

Coordinate documentation related to procurement activities

Inventory Control Support

Assist with inventory tracking and reconciliation within inventory systems

Monitor stock levels and report shortages overages or discrepancies

Support cycle counts physical inventories and inventory audits

Maintain accurate inventory records and updates in ERP or tracking systems

Coordinate with warehouse or operations teams on inventory movement

Order & Management Support

Support order entry processing and tracking from receipt through fulfillment

Respond to internal inquiries regarding order status and availability

Assist in resolving order discrepancies and documentation issues

Maintain accurate records of customer and internal orders

Provide reporting on order volume turnaround time and trends as requested

Responsible for maintaining bill of materials updates

Required Skills/Abilities:

Excellent communication skills including active listening.

Proficient computer skills with the ability to learn new software.

Strong organizational and time management skills

Proficiency with Microsoft Office (Excel Word Outlook)

Attention to detail accuracy in data management and ability to multitask in a fast-paced environment

Preferred:

Experience working with ERP inventory or purchasing systems

Familiarity with supply chain or purchasing processes

Associates degree in business Supply Chain or related field

Experience working with vendors or order management systems

Education and Experience:

High school diploma or equivalent

13 years of experience in administrative purchasing inventory or operations support

Physical Requirements:

Prolonged periods sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.