Purchasing Assistant

Job Title: Buyer Administrator
Job Location: Irvine, CA

Pay Range: $22.00 - $25.00
1st Shift: 8am - 5pm

*Degree required*

Needs someone with background in buying indirect materials for facility
***aerospace or medical devise type industry experience and preferred. along with manufacturing or facility experience too.

Position Summary
The Temporary Buyer Administrator provides day-to-day administrative support to the Purchasing/Supply Chain team by:
• Maintaining procurement master and transactional data accuracy in the ERP/administrative system
• Coordinating indirect purchasing workflows (RFQs, quote collection, PO creation)
• Managing supplier compliance recordkeeping and routine supplier follow-up

Key Responsibilities

Procurement & System Administration
• Maintain and update purchasing-related master and transactional data in the ERP/administrative system, including lead times, promise dates, and related supply parameters.
• Coordinate with suppliers & buyers to ensure system information reflects current supplier commitments and supports on-time delivery performance.
• Track and follow up on missing or incomplete supplier information required to keep orders and schedules current.
Indirect Purchasing Support
• Support indirect purchasing activities, including:
o Sending RFQs to suppliers.
o Collecting, organizing, and reviewing quotes for completeness, including pricing, lead time, terms, validity, freight, and applicable surcharges.
o Supporting potential negotiations by preparing comparisons, documenting supplier responses, and highlighting exceptions.
o Creating and placing indirect purchase orders in the ERP/procurement system per approved sourcing decisions.
• Ensure purchase orders are accurate and include required details:
o Part/service descriptions, quantities, delivery dates, ship-to, terms, and required attachments.
Supplier Compliance Recordkeeping
• Proactively request, track, and file updated supplier documentation, such as:
o Supplier Business Questionnaires
o Reps & Cert packages (as applicable)
o Certifications and compliance packages (e.g., quality, regulatory, or other required documents)
• Follow up with suppliers to ensure documentation remains current and complete.
Supplier Communication & Follow-Up
• Serve as a point of contact for routine supplier communication related to quotes, promise dates, and documentation requests.
• Request suppliers to populate/confirm key order information.
• Follow up on overdue quote responses, missing confirmations, and outstanding compliance packages.
• Document communications and maintain organized records to support buyer decision-making and compliance.

Required Qualifications
• 1 years of experience in procurement administration, purchasing support, supply chain coordination, or a related administrative role.
• Experience working with suppliers to obtain quotes, confirmations, and required documentation.
• Proficiency in Microsoft Office (Excel, Outlook, Word); ability to create and maintain trackers, comparisons, and organized records.
• Strong attention to detail and commitment to data accuracy; ability to manage multiple requests and deadlines.
• Clear, professional written and verbal communication skills.
Preferred Qualifications
• Experience with ERP/procurement systems (e.g., SAP, Oracle, JD Edwards, or similar).
• Familiarity with indirect purchasing (MRO, services, office/plant supplies, contracts) and basic purchasing terms.
• Experience supporting compliance documentation processes (supplier questionnaires, certifications, quality/regulatory documentation).