What are the responsibilities and job description for the Purchasing Administrator position at American Digital Security?
ADS –Purchasing Administrator
Classification: Non-Exempt
Position Type: Full time
Reports to: Vendor Development Manager
Date: 12/2025
JOB DESCRIPTION
Summary/Objective
The Purchasing Administrator compiles information, records, and quotations to prepare purchase orders for procurement of material, machinery, equipment, tools, parts, and services. The Purchasing Admin will also maintain recommended inventory levels and establishes replenishment needs.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions
Procurement & Ordering
- Process purchase orders for access control equipment, hardware, cabling, tools, and general supplies.
- Verify pricing, availability, and lead times with vendors before order placement.
- Ensure orders meet project specifications and installation requirements.
- Track shipments and follow up with vendors on backorders, shipping delays, or discrepancies.
- Collaborate with sales to support order fulfillment and customer-specific pricing.
- Process and track Return Merchandise Authorizations (RMAs).
Vendor & Cost Management
- Maintain positive relationships with vendors and distributors.
- Request quotes and compare pricing to ensure cost-effective purchasing decisions.
- Monitor vendor performance, product quality, and order accuracy.
- Maintain updated vendor contact lists, pricing sheets, and catalogs.
Administrative & Project Support
- Work with project managers and field supervisors to confirm material lists and deadlines.
- Maintain organized records of purchase orders, packing slips, and invoices.
- Assist with invoice matching and resolving billing discrepancies with accounting.
- Update internal systems (ERP, project management tools, or spreadsheets) with order status.
Competencies
- Excellent professional communication and organizational skills.
- Team player with strong understanding of process management.
- Strong decision-making and problem-solving abilities.
- Excellent time management skills and results-oriented performance.
- Demonstrates ethical integrity while completing essential functions.
Supervisory Responsibilities
- None
Work Environment & Physical Demands
- This is a full-time in office position. Schedule is Monday through Friday, 8 a.m. to 5 p.m.
- This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, fax machines and copy machines. Must be able to sit, stand, bend, stoop, and lift up to 25 pounds.
Required Education, Experience & Qualifications
- High School Diploma or equivalent required; Bachelor’s degree in Business, Supply Chain, or related field preferred.
- 3 years of experience in purchasing, logistics, supply chain or database administration
- Proficiency in ERP systems (e.g., NetSuite, SAP, Oracle)
- Strong Excel skills and general reporting proficiency
Disclaimer:
American Digital Security provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Salary : $22 - $25