Office Administrator/Purchasing Specialist

,Job Summary:

The Office Administrator/Purchasing Specialist is responsible for ensuring the smooth and efficient operation of office activities while managing the procurement of goods and services to support organizational needs. This role involves coordinating administrative functions, vendor relations, budget tracking, and purchasing workflows to ensure cost-effective procurement and resource availability.

Key Responsibilities:

1. Office Management:

• Oversee daily office operations, ensuring that the office environment is organized, efficient, and conducive to productivity.
• Manage office supplies, equipment, and maintenance requests, keeping inventory fully stocked and organized.
• Support other departments with administrative needs.
• Develop and maintain office policies and procedures, ensuring adherence across teams.
• Support the External IT Team in managing open tickets for employees, managing the relationship, and updating CFO open items.
• Manage office-related contracts (cleaning services, building maintenance, security, office lunches for events, etc.).
• Support Finance department for Fleet management of all lease cars provide to employees

2. Purchasing and Procurement:

• Source, evaluate, and negotiate with vendors to secure competitive pricing and service agreements.
• Develop and manage relationships with key suppliers to ensure quality, delivery, and cost standards are met.
• Create and manage purchase orders, review invoices, and track payments to ensure accuracy and compliance.
• Analyze purchasing trends and identify opportunities for cost savings.
• Maintain records of purchases, contracts, and pricing to support audit and reporting requirements.

3. Budget Management:

• Monitor office-related expenses and procurement budgets, providing regular reports to the CFO or relevant leadership department.
• Collaborate with finance to ensure timely processing of purchase orders, invoices, and expense tracking.

4. Compliance and Risk Management:

• Ensure compliance with company policies and external regulations related to purchasing, vendor selection, and contracts.
• Identify and mitigate risks associated with procurement or office management activities.

5. Cross-Department Collaboration:

• Partner with key internal stakeholders (e.g., Sales, Operations, IT) to anticipate and meet their purchasing and resource needs.
• Onboard and off-board employees work with HR and IT.
• Assist in organizing company events, meetings, or special projects as required.

Qualifications:

Education:

• Bachelor’s degree in Business Administration, Supply Chain Management, or a related field (preferred but not mandatory).

Experience:

• Minimum 3-5 years of experience in office management, purchasing, or procurement roles.
• Experience negotiating vendor contracts and managing budgets is highly desirable.

Skills & Competencies:

• Strong organizational and multitasking skills.
• Excellent negotiation and vendor management abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Familiarity with Concur (preferred).
• Detail-oriented with strong problem-solving skills.
• Excellent communication and interpersonal skills.

Working Conditions:

• Typical office environment, with occasional off-site vendor meetings.
• Travel is required 10% on yearly
• Some lifting of supplies or equipment may be required (if applicable).

Fidia Pharma USA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations, and ordinances.

Job Type: Full-time

Expected hours: 8 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person