Purchasing Administrative Assistant

Step into the world of T&A Supply Company-where innovation meets tradition. For more than 60 years, we've been a trusted name in top-quality flooring solutions, proudly serving our customers with a legacy built on reliability, innovation, and service.

We're excited to welcome a new Purchasing Administrative Assistant to our team! If you're looking for a role that encourages fresh ideas, collaboration, and continuous improvement, this could be the perfect fit.

We're searching for someone who thrives in a fast-paced environment and is ready to make a meaningful impact through hands-on problem solving, customer-focused service, and a commitment to excellence. If that sounds like you, we want to hear from you!

This is more than just a job-it's a chance to grow your career with a company that values people, passion, and progress. Join the T&A Supply Company family and help shape the future of flooring.

Job Summary

The Purchasing Administrative Assistant provides administrative and operational support to the Purchasing Department by ensuring timely communication with vendors, maintaining accurate purchasing documentation, and supporting buyers with day-to-day purchasing activities. This position plays a key role in coordinating vendor communications, tracking invoices and deliveries, processing sample requests, and maintaining accurate purchasing records while delivering excellent internal customer service. Hours: Monday to Friday 7:30am to 4:00pm In Office

What you will be doing:

• Monitor and manage the Purchasing department email inbox, responding to inquiries or routing requests to the appropriate buyer.
• Process vendor confirmations and maintain accurate purchasing documentation.
• Coordinate and process direct sample requests with vendors.
• Track invoice status and follow up on outstanding documentation with vendors.
• Maintain and update estimated delivery dates (ETAs) and communicate order status to internal customers.
• Perform stock checks and provide product availability information.
• Track shipments using vendors, UPS, FedEx, and other carrier websites.
• Follow up with vendors regarding orders, delivery schedules, and shipment status.
• Identify discrepancies or potential issues and communicate them to the appropriate buyer.
• Maintain accurate records within the ERP system and other purchasing databases.
• Support the Purchasing team with administrative duties and special projects as assigned.

What we are looking for:

• Excellent verbal and written communication skills.
• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Exceptional attention to detail and accuracy.
• Strong customer service skills with a professional and positive attitude.
• Ability to recognize discrepancies, ask questions, and resolve issues proactively.
• Eagerness to learn new products, systems, and processes.
• Proficient in Microsoft Office Suite, with above-average Microsoft Excel skills (formulas, sorting, filtering, spreadsheets).
• Accurate keyboarding and data entry skills (55+ WPM preferred).
• Ability to learn and effectively utilize ERP and purchasing systems.
• Ability to work independently while collaborating effectively with vendors and internal departments.

Education and Experience:

• High school diploma or GED required.
• Two years of administrative, purchasing, customer service, accounting, or office support experience preferred.
• Experience with invoice processing, purchasing support, document management, or ERP systems preferred.
• Intermediate to advanced Microsoft Excel experience preferred.
• Experience working in a fast-paced office environment with competing priorities is preferred.

Physical Requirements and Working Conditions:

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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• This position operates primarily in a professional office environment, with occasional exposure to a warehouse setting.
• Frequently required to sit, stand, or walk for extended periods and required to talk, hear, and use hands/fingers to operate a computer, telephone, and standard office equipment.

T&A Supply Company Inc. is an equal opportunity employer. All employees and applicants will be considered for transfers, promotions, and employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.