Purchasing Admin Assistant

MUST BE CURRENTLY LIVING IN OREGON. IN-OFFICE POSITION ONLY. REMOTE WORK NOT AVAILABLE.

POSITION LOCATION: Portland, Oregon

Position Summary:

The Purchasing Administrative Assistant supports the purchasing team by processing purchase orders, maintaining vendor and inventory records, tracking deliveries, and resolving order discrepancies. This role is central to making sure the right materials are in stock, at the right price, when our customers need them.

The position is ideal for someone detail-oriented, organized, and service-minded who enjoys supporting a fast paced purchasing and supply chain environment.

Key Responsibilities:

• Build and maintain Excel reports using pivot tables, Power Query, and data connections to analyze purchasing history, vendor performance, inventory levels, and pricing trends.
• Prepare, enter, and process purchase orders accurately in the company's ERP or inventory system, based on stock levels, sales demand, and buyer direction.
• Communicate with vendors to confirm orders, pricing, lead times, and delivery schedules, and follow up on backorders and late shipments.
• Track inbound shipments and coordinate with the warehouse and yard staff on receiving, including freight, flatbed, and direct-to-jobsite deliveries.
• Match purchase orders, packing slips, and vendor invoices, and resolve discrepancies in quantity, pricing, or damaged goods with vendors and accounts payable.
• Maintain up-to-date vendor files, including contact information, price lists, W-9s, insurance certificates, and terms.
• Monitor inventory reports to flag low stock, slow-moving items, and seasonal needs, and assist with cycle counts and physical inventory.
• Process returns, credits, and warranty claims with suppliers.
• Update product pricing and item records in the system when vendor costs change.
• Assist with special orders for customers, including non-stock items, custom windows and doors, and bulk jobsite orders.
• Generate purchasing reports and maintain organized digital and paper records.
• Provide general administrative support to the purchasing department, including answering phones, emails, filing, and data entry.

Qualifications and Requirements:

• Advanced proficiency in Microsoft Excel, including pivot tables, Power Query and other queries, XLOOKUP/VLOOKUP, and data cleanup and analysis of large datasets.
• 2 - 4 years of office, clerical, or administrative experience in purchasing or supply chain.
• Strong interpersonal and relationship-building skills with customer-first mindset.
• Excellent verbal and written communication abilities.
• Strong attention to detail and ability to handle repetitive tasks accurately.
• Strong organizational, time management, and communication skills.
• Team player with a customer-service mindset.
• Ability to multi-tasks and manage competing priorities in a fast-paced environment.