Buyer / Administrative Assistant

Position Summary

The Buyer / Administrative Assistant handles day-to-day purchasing activities and provides administrative assistance to the Office Administrator and Operations Manager. This position reports directly to the Operations Manager and is responsible for creating and tracking purchase orders, recording receipts, assisting with invoice processing, and providing backup support for shipping/fulfillment as needed. The ideal candidate is organized, self-directed, detail-oriented, has excellent communication skills, and is comfortable working in a fast-paced manufacturing environment.

Key Responsibilities

Purchasing & Receiving

• Create, issue, and track purchase orders (POs) for materials, supplies, and services.
• Follow up with vendors on order confirmations, lead times, backorders, and delivery updates.
• Record PO receipts in the ERP system and coordinate with Receiving to resolve discrepancies (quantity, pricing, damaged goods, etc.).
• Maintain accurate purchasing records, vendor documentation, and PO files.

Purchasing Administration and Invoice Entry

• Record receipt of goods in the ERP system for purchased materials and supplies.
• Enter vendor invoices into the ERP system and match them to purchase orders and receipts.
• Help identify and resolve discrepancies between purchase orders, receipts, and invoices.
• Maintain accurate purchasing and invoice records.
• Coordinate with vendors and internal teams regarding receiving and invoice questions.

Shipping & Office Support

• Provide backup support for shipping tasks as needed (documentation, labels, packing slips, coordinating pickups).
• Assist the Office Administrator with general administrative tasks (filing, data entry, document control, phone/email support, office supply ordering).
• Support cross-functional communication between Purchasing, Receiving, Accounting, and Production.
• Assist with special projects and other administrative duties as assigned.

Qualifications

• 3 years of experience in purchasing, procurement coordination, and/or administrative support.
• Experience with PO creation, vendor communication, and receiving/PO receipts.
• Experience with AP support activities (invoice matching).
• Proficiency with ERP systems and Microsoft Office (Excel, Outlook, Word).
• Strong attention to detail, follow-through, and ability to prioritize multiple tasks.
• Basic understanding of accounting best practices.
• Experience with shipping processes (carriers, pickups, packing slips, basic export documentation a plus).

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers for typing, data entry, and operating standard office equipment (computer, phone, copier, scanner, printer).
• Occasionally required to stand, walk, bend, stoop, reach, and move throughout office, warehouse, or production areas.
• Ability to lift and carry office supplies, files, and small packages up to 20 lbs occasionally.

Skills & Competencies

• Highly organized with strong time management and accuracy
• Professional communication and vendor/customer service mindset
• Problem-solving and ability to work through discrepancies
• Team-oriented, dependable, and adaptable to changing priorities

Work Environment

• In-office position.
• Full time position, Monday – Friday 8:00 – 5:00 pm.

Benefits for Full-Time Employee

• $25 - $32/hr
• Comprehensive medical, dental, and vision coverage.
• 401(k) retirement plan with company match and profit sharing.
• Paid vacation and sick time.

Job Type: Full-time

Pay: $25.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Roseville, CA 95678 (Preferred)

Work Location: In person

Salary : $25 - $32