Administrative Assistant for Purchase Department
3 weeks ago
Administrative Assistant for Purchase Department
Key Responsibilities:
1. Administrative Support:
- Assist the Purchase Manager and team with daily administrative tasks.
- Manage and organize the purchase department’s files, documents, and records.
- Handle correspondence, including emails, phone calls, and mail.
- Prepare and distribute memos, letters, and reports as needed.
2. Procurement Assistance:
- Assist in the preparation and processing of purchase orders and requisitions.
- Maintain and update supplier databases and procurement records.
- Coordinate with suppliers and vendors to obtain quotes, follow up on orders, and ensure timely delivery of goods.
- Track the status of orders and resolve issues related to delays, shortages, or quality.
3. Inventory Management:
- Monitor inventory levels and report discrepancies or issues to the Purchase Manager.
- Assist in conducting regular inventory audits and maintaining accurate records.
4. Data Management:
- Input and update data in the purchase department’s databases and software systems.
- Generate and maintain reports on procurement activities, expenditures, and inventory status.
5. Meeting Coordination:
- Schedule and coordinate meetings, appointments, and conferences for the purchase department.
- Prepare meeting agendas, take minutes, and distribute them to relevant parties.
6. Compliance and Documentation:
- Ensure compliance with company policies, procedures, and regulatory requirements.
- Maintain proper documentation and filing systems for easy retrieval and audit purposes.
Skills:
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Ability to handle multiple tasks and prioritize effectively.
- Attention to detail and problem-solving skills.
- Familiarity with procurement software and inventory management systems is a plus.
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