Purchasing Administrative Assistant

Job purpose

The Purchasing Administrative Assistant will be responsible for managing procurement processes, coordinating with suppliers, and ensuring the timely acquisition of goods and services required by the organization. In this pivotal position, you will ensure the efficient and timely delivery of our pumps to customers while maintaining cost-effectiveness and quality standards. You will cultivate strong relationships with vendors and distributors and manage inventory levels based on historical data and forecast to meet customer requirements.

Duties and responsibilities

1. Procurement:

• Monitor inventory levels of raw materials, components, and finished products.
• Coordinate with the production team to ensure adequate stock levels while minimizing excess inventory.
• Calculate actual vendor order lead times and communicate them to the Operations team.
• Monitor and control inventory re-order points within the ERP system.

2. Order Fulfillment:

• Provide regular communication of all required milestones related to materials and services to the Customer Support Admin for all orders (initial confirmations and status updates).

3. Logistics Coordination:

• Track and trace shipments to monitor delivery progress and resolve any issues that may arise.
• Coordinate inbound air and ocean freight shipments with partners and freight vendors.

4. Vendor Relationships and Supplier Management:

• Build and maintain strong relationships with suppliers and service providers.
• Negotiate terms and agreements to secure favorable pricing, terms, and service levels.
• Assist the VP of Operations with annual supplier performance evaluations.
• Main point of contact for all material/service vendors on all orders.
• Research and coordinate with new vendors as required.
• Maintains an effective and timely feedback mechanism to suppliers on service and quality performance.

5. Quality Control:

• Collaborate with the quality control team to ensure product quality standards are met.
• Assist with implementing quality control processes for incoming materials and outgoing products.
• Process, manage, and maintain material return requests and vendor nonconformance issues (RMA/NCR system).

6. Documentation and Compliance:

• Maintain accurate records and documentation related to shipments, invoices, and contracts.
• Ensure compliance with all relevant regulations and customs requirements for international shipments.
• Ensure that the ERP system is always updated.

7. Continuous Improvement:

• Identify areas for process improvement and cost reduction within purchasing.
• Participate in cross-functional teams to implement process enhancements.
• Manage material or service expediting inquiries as needed.

Qualifications & Experience

• Education: A bachelor's degree in supply chain management, logistics, business administration, or a related field is preferred.
• Experience: Previous experience in a supply chain, logistics, or related role is desirable.
• Vendor Management: Experience in building and maintaining relationships with suppliers and service providers.
• Negotiation Skills: Strong negotiation skills for terms, agreements, and supplier performance.
• Communication Skills: Excellent written and verbal communication skills for effective interaction with internal teams and external partners.
• Team Collaboration: Ability to collaborate effectively with cross-functional teams.
• Problem-Solving Abilities: Proven ability to analyze logistics challenges, identify issues, and implement solutions.
• Adaptability: Flexibility to adapt to changing business needs and market conditions.
• Organizational Skills: Exceptional organizational skills to manage multiple tasks, prioritize work, and meet deadlines.
• IT Proficiency: Proficiency in using supply chain management software, ERP systems, and data analysis tools.
• Continuous Improvement: Willingness to identify areas for process improvement and participate in enhancement initiatives.
• Professionalism: Professional demeanor in appearance and communication, representing the organization positively.
• Motivated Self-Starter: Highly driven and self-motivated with a proactive approach to tasks and a strong work ethic.

Working Conditions

This position will primarily be office-based, with occasional visits to the workshop. While performing job duties, you may be exposed to fumes or airborne particles, moving mechanical parts, and other typical shop floor conditions. The noise level in the work environment is typical for a manufacturing environment but may require ear protection at times. Protective eyewear and appropriate clothing and shoes for a typical shop floor environment may also be required.

Physical requirements

In the performance of your duties, you will be required to talk, stand, see, and hear regularly. This position is physically active and may involve standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing at times. Specific vision abilities needed for this role include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Office: 3 years (Required)
• Continuous improvement: 1 year (Preferred)
• Purchasing: 1 year (Preferred)
• Stock administration: 1 year (Preferred)

Work Location: In person