Administrative & Purchasing Coordinator

Description

Job Overview:

As an Administrative & Purchasing Coordinator, you will provide comprehensive administrative support while managing purchasing and procurement activities for the association. This role supports daily office operations and ensures the timely sourcing, ordering, and delivery of goods and services necessary for property management functions. You will work closely with management, vendors, and internal teams to maintain efficient operations, accurate records, and cost-effective purchasing practices.

Your Responsibilities

Administrative & Office Support:

• Coordinates collection and preparation of operating reports, including time-and-attendance records, new hires, and terminations
• Ensures phones are answered professionally and messages are handled accurately and promptly
• Prepares Management Reports, committee reports, and meeting notices for review and approval
• Maintains and updates resident information in the database; distributes as needed to management and Board
• Tracks insurance certificate requests and maintains vendor and unit owner insurance records
• Opens and distributes mail; prepares and codes invoices for accounts payable processing
• Sets up meetings and coordinates Board approval processes
• Prepares resident information packages requiring Board approval (e.g., architectural modifications)
• Coordinates receipt of closing statements or warranty deeds and updates ownership records
• Maintains inventory and logs for keys, transmitters, and key fobs, including reordering as needed
• Maintains office supply inventory and ensures organization of supply areas
• Keeps operational documents, memos, and policy packages updated
  
  

Purchasing & Procurement

• Assist in sourcing and purchasing supplies, equipment, and services for property operations
• Prepare purchase orders, obtain vendor quotes, and compare pricing to ensure cost-effective purchasing
• Coordinate ordering of office, maintenance, and operational supplies following established procedures
• Monitor inventory levels and reorder items to prevent shortages
• Communicate with vendors regarding pricing, availability, delivery schedules, and product quality
• Maintain an approved vendor list and support vendor evaluation and performance tracking
• Resolve issues related to deliveries, discrepancies, or damaged goods
• Maintain accurate purchasing records, invoices, and supporting documentation
• Work closely with accounting to ensure timely invoice processing and payment
• Assist with budget tracking and ensure purchases align with financial guidelines
• Identify opportunities for cost savings and improved purchasing efficiency
• Follows safety procedures and maintains a safe work environment
  
  

Skills & Qualifications

• Associate’s degree in Business or related field preferred, or equivalent experience
• 3–5 years of administrative experience; purchasing or procurement experience preferred
• Strong organizational skills with attention to detail
• Working knowledge of purchasing, vendor coordination, and inventory management
• Intermediate proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with purchasing or inventory systems is a plus
• Strong customer service, communication, and interpersonal skills
• Ability to multitask and work in a fast-paced environment
• Self-starter with strong problem-solving abilities
• Bilingual in English/ Spanish is desired.
  
  

Working Style & Expectations

• Ability to manage multiple priorities in a dynamic property management environment
• Comfortable collaborating with management, vendors, and residents
• Proactive, reliable, and detail-oriented
• Strong sense of accountability and follow-through
  
  

Physical Requirements

• Ability to lift up to 50 lbs
• Standing, sitting, walking, and occasional climbing
• Extended periods working at a computer and on the phone
• Ability to detect auditory and/or visual emergency alarms
• Ability to work flexible hours, including weekends and Board meetings as required
• Driving when necessary
  
  

Supervisory Responsibilities

• None
  
  

Additional Information

• Schedule: Monday – Friday, 9:00 AM – 5:00 PM
  
  

What We Offer

Full-time non-exempt position with comprehensive benefits including medical, dental, vision, paid time off, holidays, and a 401(k) with company match. Occasional travel may be required.

Compensation

Annual salary: 55,000.00

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

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