Job Title: Administrative Assistant - Purchasing Department
Location: Economy Polymers and Chemicals - 77047
Department: Purchasing
Reports To: Purchasing Manager

Position Summary:

We are seeking a highly organized and proactive Administrative Assistant to support our Purchasing Department on a short-term basis within a vertically integrated chemical purchasing organization. In this role, you will provide administrative and clerical support to ensure smooth operations of our procurement processes, maintain accurate documentation, and help manage relationships with suppliers. Your responsibilities will include coordinating purchase orders, processing invoices, managing inventory records, and ensuring compliance with industry regulations, all within a chemical purchasing environment.

Key Responsibilities:

• Administrative Support: Provide daily administrative assistance to the Purchasing Department, including scheduling meetings, managing correspondence, and preparing reports.
• Purchase Order Coordination: Assist with the creation, tracking, and management of purchase orders for supplies, containers, chemicals and other related supplies. Ensure timely communication with suppliers to confirm orders and delivery schedules.
• Invoice Processing: Verify and process supplier invoices, ensuring accuracy in pricing, quantities, and terms before submission for payment.
• Supplier Communication: Maintain effective communication with suppliers regarding order statuses, delivery delays, and discrepancies. Assist with resolving issues and ensuring timely and accurate deliveries.
• Inventory Management Support: Assist in maintaining accurate records of inventory, including tracking stock levels, monitoring reordering needs, and coordinating with different warehouse locations to prevent shortages or overstock.
• Document Management: Organize and maintain purchasing documentation, including contracts, purchase orders, invoices, safety data sheets (SDS), and regulatory compliance documentation.
• Regulatory Compliance Assistance: Ensure that all purchases comply with safety regulations, environmental standards, and other industry-specific regulations (e.g., OSHA, EPA). Maintain accurate records for auditing purposes.
• Reporting: Prepare regular procurement reports, including inventory status, purchase order updates, and supplier performance metrics. Provide data for budget planning and cost analysis.
• Cross-Department Collaboration: Work closely with other departments, including Finance, Warehouse, and Quality Control, to ensure smooth processing of purchase orders, timely deliveries, and accurate financial records.
• Database Management: Assist with the maintenance of the supplier database, ensuring all supplier contact information, contracts, and certifications are up-to-date.
• General Office Support: Assist with other administrative tasks as required, including answering phone calls, responding to delegated emails, organizing department files, and handling general office duties.

Qualifications:

• Education: High school diploma or equivalent required; Associate's degree in Business Administration, Supply Chain Management, or a related field preferred.
• Experience:
• Previous experience in an administrative support role, ideally within procurement or supply chain, and preferably in a chemical or regulated industry.
• Knowledge or familiarity with chemical purchasing, hazmat handling, or industry regulations is a plus.
• Skills:
• Strong organizational and time management skills, with the ability to handle multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and procurement software or ERP systems.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with suppliers and internal teams.
• Strong attention to detail and accuracy, especially when processing orders, invoices, and regulatory documents.
• Ability to work independently and as part of a team in a fast-paced environment.

Certifications (Preferred):

• Certification or familiarity with supply chain management, procurement, or logistics.
• Knowledge of hazardous material handling or relevant safety certifications is beneficial (e.g., HAZWOPER, OSHA).

Working Conditions:

• Full-time, Monday to Friday. 8AM to 5:30PM
• Short term temporary support
• Office-based position with occasional visits to warehouses or supplier locations as needed.
• Occasional overtime may be required during peak procurement periods or to meet deadlines.
• Work in a fast-paced environment with a focus on accuracy and compliance with safety regulations.