The Administrative Purchasing Assistant is responsible for handling a wide range of administrative tasks, ensuring smooth daily operations, and promoting a productive work environment. The role demands exceptional organizational skills, strong attention to detail, effective communication abilities, and the ability to multitask effectively.

Key Responsibilities:
Office Management:
• Answer phone calls, respond to inquiries, and direct calls to the appropriate parties.
• Maintain office supplies inventory, anticipate needs, and reorder as necessary.
• Coordinate office equipment maintenance and repairs as required.
Scheduling and Calendar Management:
• Coordinate deliveries of products to clients, this includes paper documentation, and phone calls between clients and delivery team
Correspondence and Documentation:
• Draft and prepare DocuSign’s, letters, emails, reports, and other documents as needed.
• Proofread and edit documents to ensure accuracy and consistency.
• Manage physical and digital filing systems, maintaining confidentiality and easy accessibility.
Data Entry and Record Keeping:
• Input and maintain accurate records of information, including client data, financial records, and other relevant data.
• Update databases and spreadsheets regularly, ensuring data integrity.
Communication and Collaboration:
• Liaise with internal staff, office personnel, and clients to facilitate effective communication.
• Assist in preparing presentation materials and documents for meetings or trainings.
Purchasing:
• Procures products from a predefined list of suppliers.
• Reviews inventory recommendations as well as product needed to fill customer orders.
• Meets deadlines on vendor returns.
• Keeps up-to-date with the manufacturers they are assigned to be aware of current pricing, quotes, new products, promotions, etc.
• Resolves shipping discrepancies and invoice mismatches as required.
• Develops and maintains a strong working relationship with all suppliers and the manufacturer reps of assigned lines.
Financial Support:
• Process invoices, expenses, and reimbursements, ensuring adherence to company policies.
• Collaborate with accounting or finance departments as necessary.
Special Projects and Event Coordination:
• Support the organization and coordination of special projects or events.
• Assist in logistics planning, invitations, RSVPs, and other event-related tasks.
Administrative Support:
• Provide administrative support to executives, managers, or other team members as needed.
• Assist with tasks and projects to support the overall team goals.

Qualifications and Skills:
• High school diploma or equivalent; additional qualifications in office administration or related fields are a plus.
• Proven work experience as an administrative assistant or in a similar role.
• Proficient in using office software (e.g., Microsoft Office Suite) and other relevant tools.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Detail-oriented and capable of handling multiple tasks with efficiency.
• Professional demeanor, positive attitude and excellent interpersonal skills REQUIRED.
• Ability to maintain confidentiality and handle sensitive information.
• Problem-solving skills and a proactive and positive attitude.
• Adaptability and flexibility to handle changing priorities.