What are the responsibilities and job description for the Purchasing Administrative Assistant position at IVS International Inc?
Description
JOB SUMMARY / PURPOSE OF JOB
With our innovative approach to building custom configured vehicles, we consistently bring first class products to the market. As we are living in an ever-changing nation, we are evolving with the new needs of mobile services and products. We take the customer’s needs and turn them into turnkey solutions.
The Purchasing Assistant, under the supervision of the Materials Manager, will provide vital support to the purchasing and procurement team by managing administrative tasks, maintaining vendor records, and ensuring smooth procurement processes. This role requires strong organizational skills, attention to detail, and the ability to work in a demanding environment.
TASKS & WORK ACTIVITIES
- Assists in the preparation and processing of purchase orders and requisitions.
- Maintains and updates supplier and vendor information in internal databases.
- Tracks and manages deliveries to ensure timely receipt of goods and services.
- Communicates with vendors and suppliers regarding order confirmations, delivery schedules, and invoices.
- Coordinates with internal departments to determine purchasing needs and specifications.
- Generates regular reports on purchase order status, inventory levels, and supplier performance.
- Supports the purchasing team in sourcing new suppliers and obtaining quotes.
- Assists with invoice reconciliation and resolving discrepancies.
- Organizes and maintains digital and physical purchasing records and documentation.
- Performs general administrative duties such as filing, scheduling meetings, and responding to emails.
Requirements
REQUIRED KNOWLEDGE, SKILLS & ABILITIES
- Strong organizational and time-management skills.
- Excellent written and verbal communication.
- Proficient in Microsoft Office (Excel, Word, Outlook); experience with purchasing software is a plus.
- Ability to work independently and as part of a team.
- Strong attention to detail and accuracy.
Preferred Skills:
- Experience in supply chain or procurement environments.
- Familiarity with ERP systems such as SAP, Oracle, or NetSuite.
- Knowledge of basic purchasing procedures and inventory management.
JOB QUALIFICATIONS AND COMPETENCIES
- High school diploma or equivalent (Bachelor’s degree in Business, Supply Chain, or related field is a plus).
- Previous experience in a purchasing or administrative role preferred.
