What are the responsibilities and job description for the Purchasing Admin Assistant (Full Time, 40 hrs) Tropical Shell & Gifts position at Historic Tours of America?
Job Description
Required Knowledge, Skills and Abilities
Application Question(s)
Required Knowledge, Skills and Abilities
- Calendar Management: Efficiently manage buyer’s calendars, including scheduling appointments, out of office notices and coordinate meetings (onsite & virtual) to ensure department time is optimized for essential tasks.
- Email and Communication: Screen, prioritize, and respond to emails and other communications on behalf of buyers; maintaining professionalism and confidentiality.
- Travel Arrangements: Arrange domestic travel itineraries including flights, accommodations, transportation, and show registrations while optimizing costs and convenience. Process expenses in a timely and accurate manner through online portal.
- Document Preparation: Draft, edit, and proofread various documents, reports, presentations, and correspondence to ensure accuracy and consistency. Ability to accurately calculate, analyze and resolve revenue documents and reports.
- Meeting Coordination: Set up cameras, speakers, access connections for virtual meetings. Prepare agendas/revenue reports for onsite & virtual meetings.
- Information Management: Manage and organize proprietary information and documents to ensure quick retrieval while maintaining confidentiality.
- Project Support: Assist with special projects, research, and analysis as assigned by buyers: provide relevant insight and deliver results within specified timelines.
- Office Administration: Oversee general office tasks, such as ordering supplies, maintaining office equipment, and handling incoming calls or visitors; ensuring a professional and productive work environment.
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Referral program
- Vision insurance
- Experience in the Retail Purchasing industry a plus.
- Data Entry – preferred 3-5 years experience.
- Advanced skills in Microsoft Suite to include Excel, PowerPoint, Outlook, Word (used within the past year). *Must pass an Excel and Outlook exam.
- Internet experience includes payroll, travel, virtual meetings, and vendor applications.
- Proficiency with various office equipment (scanners, printers) and filing systems.
- Ability to multi-task professionally within a busy environment. Collaborate respectfully with colleagues to exceed shared department objectives and company goals.
Application Question(s)
- Are you currently living in Key West or the Lower Keys?
- Microsoft Excel: 3 years (Required)
- Data entry: 3 years (Required)
- Day Shift (Required)
- Key West, FL 33040 (Required)