Purchasing Coordinator - Spectrum Center

Job Summary

The Purchasing Coordinator will coordinate, oversee, and perform administrative support for the Purchasing Department. 
This position will provide support to the Purchasing/warehouse team in several areas including scheduling, bookkeeping, ordering, attending meetings and/or conference calls, and additional duties as outlined by management. This position will also be responsible for maintaining accountability of all day-to-day communication related to projects and will keep up with administrative work such as documentation, time sheets, etc.
The Purchasing leaders will provide weekly and ongoing tasks to the coordinator.
This position serves as the primary point of administrative contact for the department and hours will vary from 25-40 hours per week based on business needs.

Essential Duties and Responsibilities:

•    Utilize company software to receive purchase orders to accurately reflect on-hand inventory
•    Enter receiving data based on invoices and match with corresponding purchase order numbers
•    Assist with accounts payable through maintaining records of invoices and monitoring transmission of payments
•    Assist with scheduling, timekeeping, and event preparation/coverage 
•    Coordinate departmental trainings for existing and new hire team members
•    Handle incoming calls and correspondence and responds independently as directed
•    Maintain files, paperwork, and overall office organization of mail, interoffice documents, reports, etc.
•    Support HR in staff communication in regard to company policies, procedures, trainings, and processes as applicable
•    Assist with Inventory and Product counting as needed, especially at the end of the month  
•    Maintain purchasing files so that they are easily retrievable 
•    Assist as dispatch during events by receiving calls and delegating as needed 
•    Assist with keeping bill logs to ensure they are paid in a timely and accurate manner  
•    Attend training classes to increase knowledge of software programs, company information, time management, or other skills as required 
•    Perform other duties as assigned

Qualifications:

•    Strong organization skills
•    Ability to multitask in fast-paced environments
•    Comfortable in being self-managed with tasks and timelines being provided by manager 
•    Excellent written and verbal communication skills and the ability to use discretion with regard to confidential matters
•    Proficient in the use of MS Office Suite programs (MSWord, Excel, PowerPoint, Outlook)
•    Ability to learn new systems such as our time keeping system, Birchstreet, and other programs as needed
•    Knowledge of administrative procedures and systems, such managing files/records, designing forms, and other office procedures
•     Ability to build rapport with other assistants, coordinators, and management in an effort to support and increase interdepartmental successes.
•    Minimum of 2 years’ experience as administrative and/or supervisor in in a fast-paced organization is required.
•    Minimum of 1 year of Health Department experience or equivalent in educational environment is preferred.
•    Understands company processes, follows procedures and completes systems entry and paperwork accurately.
•    Able to work varying hours as event days/weeks dictate, including weekends and holidays