Administrative Assistant for Purchase Department

3 weeks ago


india DIVISA HERBALS PRIVATE LIMITED Full time

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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