Administrative Assistant

Position Overview

We are seeking a detail-oriented, organized, and proactive Administrative Assistant to support the Purchasing Department. This position will provide administrative and operational support to help ensure purchase orders, vendor communications, drop-shipments, packaging materials, and open orders are processed accurately and delivered on time. The ideal candidate will have strong attention to detail, excellent follow-up and communication skills, and the ability to manage multiple priorities in a fast-paced manufacturing environment. This role requires regular communication with vendors, Purchasing team members, and other departments throughout the Company.

Key Responsibilities

Purchase Order Administration

• Prepare and enter purchase orders accurately based on Purchasing Department requirements.
• Send purchase orders to vendors and confirm vendor receipt and acknowledgment.
• Follow up with vendors regarding order confirmations, pricing, quantities, lead times, and expected delivery dates.

Order Tracking & Expediting

• Track open purchase orders and follow up with vendors to support on-time delivery.
• Monitor order status, expected delivery dates, and changes to vendor commitments.
• Expedite drop-ship orders and confirm shipment and delivery information.
• Follow up on drop-ship orders to ensure Receiving Orders are completed accurately and timely.
• Communicate delays, changes, or potential delivery issues to the appropriate Purchasing team member.

Other Responsibilities

• Support the purchasing process for vendor packaging materials.
• Request and obtain quotes from vendors for packaging requirements.
• Coordinate with vendors regarding packaging specifications and requirements.
• Assist the Purchasing team in researching and resolving shipping discrepancies with vendors and Accounting Department.
• Provide general administrative support to the Purchasing Department, including data entry, filing, recordkeeping, and maintaining purchasing documentation.

Ira Green, Inc. is an Affirmative Action/Equal Opportunity Employer

Minority/Female/Disabled/Veteran/Sexual Orientation/Gender Identity