Purchasing Admin - Nashville SC @ Geodis Park

Job Summary

The Purchasing Administrator provides administrative and operational support to the Purchasing Department, serving as the primary administrative contact for the purchasing and warehouse teams. This role is responsible for coordinating procurement-related processes, maintaining accurate records, supporting inventory management activities, and ensuring timely communication between internal departments and vendors.

Key responsibilities include processing purchase orders and invoices, reconciling receiving documentation, assisting with month-end inventory procedures, monitoring product shortages and replenishment needs, managing departmental documentation, and supporting accounts payable processes. The Purchasing Administrator also assists with event support, and day-to-day departmental communications.

This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Purchasing leadership will provide ongoing direction and weekly priorities. Scheduled hours may vary between 25 and 40 hours per week based on business demands.

Purchasing & Inventory Support

• Process and receive purchase orders using company software to maintain accurate inventory records.
• Enter receiving information from invoices and reconcile documentation with corresponding purchase orders.
• Support monthly inventory counts and reconciliation activities.
• Maintain organized purchasing records and documentation for easy retrieval and audit readiness.
• Review and assist with departmental reporting, including Certificates of Insurance (COIs) and other required documentation.

Accounts Payable & Financial Administration

• Support accounts payable functions by maintaining invoice records and monitoring payment processing.
• Assist with vendor statement reconciliations and related financial recordkeeping.

Administrative & Operational Support

• Manage departmental files, correspondence, mail, reports, and other administrative records.
• Support dispatch operations during events by receiving calls and coordinating responses as needed.

Additional Responsibilities

• Perform other duties and special projects as assigned by management.

Qualifications

Required Qualifications

• Minimum of two (2) years of administrative, coordinator, or supervisory experience in a fast-paced environment.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills, including the ability to maintain confidentiality and exercise discretion.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to learn and effectively utilize company systems, including BirchStreet and other department-specific software.
• Knowledge of office administration practices, including records management, filing systems, and administrative processes.
• Ability to build and maintain positive working relationships across departments and levels of the organization.
• Ability to work a flexible schedule, including evenings, weekends, and holidays, as business needs and event schedules require.
• Previous experience supporting purchasing, inventory, warehouse, or supply chain operations preferred.