Office Assistant
Job Summary:
We are seeking a detail-oriented and professional Office Assistant with some purchasing knowledge to manage our front desk and assist with procurement activities. The ideal candidate will provide excellent customer service to both internal and external customers, handle administrative duties efficiently, and support overall purchasing functions.
Key Responsibilities:
- Greet and assist visitors, clients, and vendors in a professional and friendly manner.
- Answer and direct incoming calls, emails, and inquiries.
- Maintain the reception area and ensure a welcoming environment.
- Handle incoming and outgoing mail, packages, and courier services.
- Assist with scheduling meetings, maintaining calendars, and organizing office supplies.
- Support with all employee activities and events at the location
- Assist with creating and processing purchase orders.
- Assist with the communication with suppliers and vendors to obtain quotes, confirm orders, and track deliveries.
- Support with purchasing records and database updates.
- Monitor inventory levels and assist with restocking office or production materials.
- Support cost control efforts and ensure purchases follow company policies.
- Collaborate with accounting on invoice verification and payment processing.
- Prepare reports and summaries for purchasing metrics, cost analyses, and supplier performance.
- Ensure adherence to company policies, confidentiality, and data accuracy.
- Assist with the annual inventory count.
Qualifications and skills:
- High school diploma or equivalent; associate degree preferred.
- Proven experience as a receptionist, administrative assistant, or purchasing assistant.
- Basic understanding of purchasing processes, vendor management, and inventory control.
- Proficiency in Microsoft Office (Word, Excel, Outlook); experience with ERP or purchasing systems is a plus.
- Excellent communication, organizational, and multitasking skills.
- Strong attention to detail and ability to manage priorities in a fast-paced environment.
- Team-oriented and adaptable.
- Reliable and proactive with a positive attitude.
