Purchasing Administrator

Summary/Objective

The Purchasing Assistant position performs clerical, technical, and administrative support duties in support of purchasing functions such as but not limited to requisitions, vendors, and recordkeeping.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Receives, reviews, and processes incoming requisitions while monitoring stock levels.
• Identifies purchasing and rentals needs as requested by operations.
• Creates and executes/facilitates purchase orders following purchasing policies. This includes creating purchase orders for a variety of departments withing the company as requested.
• Manages material and rental deliveries to meet delivery requirements.
• Assists with problems associated with requisitions and purchase orders.
• Maintains purchasing records of transactions, receipts, discrepancies, and resolutions.
• Ensures inventories are collected and entered by preset inventory intervals.
• Serves as a liaison and the go to between operations and purchasing
• Organizes and maintains electronic vendor files containing contact information, delivery, cost, purchase orders and other information that supports ordering.
• Maintains active files of all purchasing orders, ensuring that balances reflect completed transactions, work-in progress, and anticipated needs.
• Assists in obtaining quotes for the estimating/bidding or business development team.
• Enters, updates and maintains data on new and existing vendors into databases or files using established data entry screens and templates.
• Participates in the year-end and monthly financial closing process, ensuring purchase orders are charged
• Assists with receiving and shipping to the proper location as well as notifying others of delivery and delivery status nationally and internationally.
• Reviews practices and offers solutions to continuously improve upon efficiencies and processes.
• Performs a variety of clerical responsibilities in support of the purchasing function as assigned.

Required Skills/Knowledge

• Excellent organizational skills, email etiquette, communication, and phone skills
• Ability to multitask, prioritize and meet deadlines daily and during high productivity.
• Maintain detailed, accurate and retrievable files and
• Work cooperatively and professionally with individuals and work teams within and outside the department and company.
• Knowledge of methods, procedures, and systems to include software used in purchasing supplies and equipment.
• Advanced knowledge of Microsoft and Excel

Required Qualifications

• Education and Experience: high school diploma or a minimum of 2 years of production-oriented clerical and record keeping experience, preferably in a purchasing environment.
• Some customer service or hospitality experience.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The noise level in the work environment is usually quiet.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift or move up to 10 pounds and frequently lift or move up to 25 pounds.

Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel
Travel may be required.

Required Education and Experience

High school diploma or GED diploma, or one to 12 months of related experience or training, or equivalent combination of education and experience.

Additional Requirements

• 10-year criminal background search.
• Clean driving history
• Pre-employment drug screen
• Valid Driver's License (REAL ID)

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

AAP/EEO Statement:
Hi-Lite is an EEO Company. It is the policy of Hi-Lite to prohibit discrimination and harassment of any type and to afford EEO to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws. Hi-Lite complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Hi-Lite’s EEO policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.