Administrative Assistant - A/P & Purchasing

This position provides essential administrative support to the Purchasing Department and the Parts and Supplies team. Responsibilities include assisting with the preparation, tracking, and filing of purchasing documents, processing invoices, maintaining records, and generating routine reports. The role also supports order entry, vendor communication, cycle counts, and inventory-related documentation.

What You Will Do

Primary responsibilities include receiving and opening correspondence, answering incoming telephone calls, maintaining and updating departmental filing systems, preparing courier packages, and assisting with organizing and filing purchase orders, invoices, and proof of delivery documents.

Why It Might Be a Fit

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Requirements

• One (1) year minimum of administrative support experience in accounting, procurement, or inventory environments.
• Thorough knowledge of office practices, procedures, and proper usage of office equipment.
• Intermediate Computer skills in programs such as MS Word, Excel & Outlook.
• Must have intermediate communication skills both in English and Spanish to communicate at different levels throughout the organization and with exterior organizations, vendors, etc.
• Must be able to accurately process alpha/numeric information.
• The ability to respond to common inquiries relating to the areas of DST system or purchasing.
• Strong mathematical and numerical abilities. Ability to perform a volume of numerical calculations with speed and accuracy.
• Ability to work independently with limited supervision, multitask and possess strong initiative.
• Possess organizational and time management skills with ability to prioritize and be detail-oriented.
• Ability to consistently meet deadlines.
• Ability to work extended hours, holidays, and/or weekends as needed.
• Ability to understand and follow complex oral and written instructions and technical terminology.
• Ability to exercise independent judgment within established systems and procedures.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to establish and maintain effective working relationships with vendors and fellow employees.
• Must have or be able to obtain a TWIC card within 30 days of employment.

Benefits

• 401(K) Retirement Saving Plan w/ Employer Match
• Medical, Dental & Vision insurance
• Tuition Reimbursement
• Life Insurance
• Supplemental Medical Coverage
• Paid Time Off
• Parental Leave
• Paid Holidays
• Employee Assistance Program
• Flexible Spending Accounts