Administrative Assistant - Sales & Buying Support

Founded in 2020, MAG Industries is a family-owned manufacturer and distributor specializing in alternative profit solutions for convenience and retail stores nationwide. We pride ourselves on delivering high-quality, compliant products that enhance profitability and keep retailers ahead of market trends. With a diverse portfolio of in-house products, we provide unmatched value through direct-from-manufacturer pricing. Proudly serving over 1,800 stores across the United States, going beyond distribution to build lasting partnerships with retailers. Our team supports growth through strategic merchandising, retail education, and innovative in-store setups. With a hands-on approach and a dedication to exceptional service, MAG Industries consistently delivers excellence in speed, compliance, and profitability.

The Administrative Assistant provides administrative and operational support to the Sales and Buying Team by managing the execution and tracking of purchase orders. This role focuses on accurate data entry, vendor communication, purchase order follow-up, and coordination with internal departments to ensure timely and accurate receipt of inventory.

This position does not determine purchasing quantities, forecast demand, or make buying decisions. All order direction is provided by Buyers in the form of spreadsheets and documented instructions. The Sales Administrative Assistant is responsible for executing those instructions and monitoring the process from order placement through receipt.

Duties and Responsibilities

• Enter purchase orders based on buyer-provided spreadsheets and instructions
• Issue purchase orders to vendors with complete and accurate information
• Send finalized purchase orders to vendors and confirm receipt
• Track open and past-due purchase orders
• Follow up with vendors regarding order confirmations, shipping timelines, delays, or shortages
• Communicate with receiving and warehouse teams regarding incoming shipments
• Monitor delivery schedules and update expected arrival dates
• Assist with pricing updates, including vendor cost changes and item price maintenance
• Perform data entry related to products, costs, quantities, and order records
• Maintain organized purchase order documentation and vendor communications
• Assist with vendor setup and item setup as directed by the Buying Team
• Collaborate cross-functionally with Sales, Receiving, and Operations teams
• Support Buyers with administrative and clerical tasks as needed
• Perform other related duties as assigned

Required Skills and Abilities

• Strong attention to detail and data accuracy
• Excellent organizational and follow-up skills
• Ability to manage multiple open orders simultaneously
• Clear written and verbal communication skills
• Proficiency in Microsoft Office Suite, especially Excel
• Ability to work effectively in a fast-paced environment
• Strong time management and prioritization skills
• Dependability and consistency in task completion

Education and Experience

• High school diploma or equivalent required
• Associate’s or bachelor’s degree preferred
• Prior administrative, purchasing support, sales operations, or data entry experience preferred
• ERP or purchasing system experience preferred but not required

Equal Employment Opportunity

MAG Industries is an equal opportunity employer, committed to the principle of equal employment opportunity for all employees and applicants for employment. Employment decisions are based on business needs, job requirements, and individual qualifications. MAG Industries does not tolerate discrimination or harassment based on any characteristic or category protected by law and encourages qualified applicants of any age, gender, race, sexual orientation, marital status, veteran status, or other protected status to apply. Accommodations are available for applicants with disabilities.