Administrative Assistant - Purchasing Experience REQUIRED
Community Manufacturing Solutions Community Manufacturing Solutions Kingston, NY Kingston, NY Full-time Full-time $50,000 - $60,000 a year $50,000 - $60,000 a year Role and Responsibilities The Administrative Assistant is responsible for providing administrative support to the leadership team of Community Manufacturing Solutions, with a particular focus on assisting the purchasing function of the operation.
The role of Administrative Assistant will require skills in communication and supplier relationships, as well as a proven history of good supply chain management and the ability to create and administer task priority lists based on the needs of the business.
Duties and responsibilities include but are not limited to:
Acting as a point of contact for customers, internal and external clients, and/or suppliers via email, over the phone or in person Ordering supplies and maintaining inventory by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies, etc.
Organizing and scheduling office meetings between teams, managers and departments Working with organizational support departments to ensure that responses to questions and requests for information are completed in a timely manner.
Creating and submitting PO for parts (raw materials) according to purchasing requirements for production and reviewing and analyzing material details such pricing, stock availability, lead times, vendor reports in systems (check if parts are consistently late or not), etc.
Continuously using analytic tools and reports for the strategic purchasing of parts which aids in the management of inventory to appropriate levels per company guidelines.
Assisting in the evaluation of material costs and negotiations with suppliers as directed.
Monitoring and tracking status on all POs on a daily basis.
Maintaining accurate records in system of all purchasing activities, including pricing, delivery and material details.
Updating PO NOTES in system with due dates, ship dates and order status details - updating daily per any changes.
Creating weekly PO status report (NOTES) and sending to Management Team (Prod/Ops Managers) for review flagging any issues or delays.
Alerting Management Team of any price changes for further evaluation and approval.
Proactively monitoring upcoming shipments and confirming by requesting shipping documents and invoices.
Checking shipping documents and invoices for accuracy and passing them to production manager and AP if approved.
Contacting suppliers and resolve any discrepancies found.
Managing supplier issues to resolution:
including late deliveries, rejected shipments and quality issues.
Reporting all discrepancies and issues to production supervisor.
Building strong and positive relationships with suppliers.
Following up with suppliers, as needed, to confirm or change orders.
Tracking, reporting and managing supplier performance with quarterly reports sent to Management Team Qualifications and Education Requirements High School diploma or GED; additional qualification as an Administrative Assistant or Secretary will be a plus At least 1 years' experience handling purchasing; preferably for a manufacturing facility Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) Excellent time management skills and the ability to prioritize work Excellent written and verbal communication skills Attention to detail and problem-solving skills Strong organizational skills with the ability to multi-task Preferred Skills Knowledge of Global Shop Solutions ERP software would be a plus Keen sense of urgency.
Meticulous attention to detail, effective planning and organizational skills Ability to manage multiple projects and prioritize tasks.
Ability to work independently and in a team environment.
Ability to perform comfortably in a fast-paced environment.
Adaptable to changing business needs.
Job Type:
Full-time Pay:
$50,000.
00 - $60,000.
00 per year
Benefits:
401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance Schedule:
8 hour shift Day shift Monday to Friday No weekends Supplemental pay types:
Bonus opportunities Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
The role of Administrative Assistant will require skills in communication and supplier relationships, as well as a proven history of good supply chain management and the ability to create and administer task priority lists based on the needs of the business.
Duties and responsibilities include but are not limited to:
Acting as a point of contact for customers, internal and external clients, and/or suppliers via email, over the phone or in person Ordering supplies and maintaining inventory by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies, etc.
Organizing and scheduling office meetings between teams, managers and departments Working with organizational support departments to ensure that responses to questions and requests for information are completed in a timely manner.
Creating and submitting PO for parts (raw materials) according to purchasing requirements for production and reviewing and analyzing material details such pricing, stock availability, lead times, vendor reports in systems (check if parts are consistently late or not), etc.
Continuously using analytic tools and reports for the strategic purchasing of parts which aids in the management of inventory to appropriate levels per company guidelines.
Assisting in the evaluation of material costs and negotiations with suppliers as directed.
Monitoring and tracking status on all POs on a daily basis.
Maintaining accurate records in system of all purchasing activities, including pricing, delivery and material details.
Updating PO NOTES in system with due dates, ship dates and order status details - updating daily per any changes.
Creating weekly PO status report (NOTES) and sending to Management Team (Prod/Ops Managers) for review flagging any issues or delays.
Alerting Management Team of any price changes for further evaluation and approval.
Proactively monitoring upcoming shipments and confirming by requesting shipping documents and invoices.
Checking shipping documents and invoices for accuracy and passing them to production manager and AP if approved.
Contacting suppliers and resolve any discrepancies found.
Managing supplier issues to resolution:
including late deliveries, rejected shipments and quality issues.
Reporting all discrepancies and issues to production supervisor.
Building strong and positive relationships with suppliers.
Following up with suppliers, as needed, to confirm or change orders.
Tracking, reporting and managing supplier performance with quarterly reports sent to Management Team Qualifications and Education Requirements High School diploma or GED; additional qualification as an Administrative Assistant or Secretary will be a plus At least 1 years' experience handling purchasing; preferably for a manufacturing facility Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) Excellent time management skills and the ability to prioritize work Excellent written and verbal communication skills Attention to detail and problem-solving skills Strong organizational skills with the ability to multi-task Preferred Skills Knowledge of Global Shop Solutions ERP software would be a plus Keen sense of urgency.
Meticulous attention to detail, effective planning and organizational skills Ability to manage multiple projects and prioritize tasks.
Ability to work independently and in a team environment.
Ability to perform comfortably in a fast-paced environment.
Adaptable to changing business needs.
Job Type:
Full-time Pay:
$50,000.
00 - $60,000.
00 per year
Benefits:
401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance Schedule:
8 hour shift Day shift Monday to Friday No weekends Supplemental pay types:
Bonus opportunities Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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