What are the responsibilities and job description for the Office Manager/Purchasing Coordinator position at SurfacePrep?
Description
The Office Manager/Purchasing Coordinator is responsible for overseeing daily office operations, supporting administrative functions, and managing purchasing activities to ensure the organization maintains efficient operations, adequate inventory levels, and cost-effective vendor relationships. This role requires strong organizational, communication, and problem-solving skills with a focus on operational excellence and procurement efficiency.
Key Responsibilities
Office Management
- Manage the daily operations of the office to ensure an organized, efficient, and professional work environment.
- Coordinate office administrative activities and provide support to management and staff.
- Maintain office policies, procedures, and administrative systems.
- Oversee office supplies, equipment, and facility maintenance needs.
- Coordinate with building management and service providers regarding facility-related issues.
- Manage incoming and outgoing mail, deliveries, and company communications.
- Maintain office records, documentation, and filing systems.
- Assist with onboarding activities for new employees, including workspace preparation and supply coordination.
Purchasing & Procurement
- Procure office supplies, equipment, materials, and services in accordance with company policies and budget requirements.
- Obtain and evaluate vendor quotes to secure competitive pricing
- Create and process purchase orders and maintain accurate purchasing records.
- Monitor inventory levels and coordinate replenishment to prevent shortages and operational disruptions.
- Develop and maintain relationships with suppliers and vendors.
- Track order status and ensure timely delivery of purchased goods and services.
- Resolve vendor discrepancies, invoice issues, and delivery concerns.
- Review purchasing activities to identify cost-saving opportunities and process improvements.
- Maintain approved vendor lists and ensure compliance with company purchasing standards.
Requirements
- Experience in office administration, office management, purchasing, procurement, or a related role.
- Knowledge of purchasing, procurement, inventory control, and vendor management practices.
- Strong organizational and time management skills with the ability to manage multiple priorities.
- Demonstrated problem-solving and decision-making abilities.
- High level of accuracy and attention to detail.
- Customer service-oriented with strong interpersonal and communication skills.
- Experience managing office supplies, inventory levels, and procurement activities is preferred.
- Demonstrated competency in Purchasing & Procurement, Inventory Control, Office Administration, Cost Reduction, Process Improvement, Attention to Detail, Customer Service, Organizational Skills, and Communication & Collaboration.
Benefits
- Medical, Dental, and Vision Insurance.
- 401(k) Plan.
- Paid Time Off.
- Paid Holidays.
- Company Paid Life Insurance.
- Company Paid Short-Term Disability.
- Company Paid Long-Term Disability.
- Employee Assistance Program.
About SurfacePrep
Founded in 1956, SurfacePrep is North America’s leading provider of surface enhancement solutions, with over 60 locations across the United States, Canada, and Europe. We help manufacturers improve performance, quality, and efficiency with industry-leading equipment, consumables, expertise, and process solutions.