Purchasing Admin Clerk

The Purchasing Administrator is responsible for managing procurement activities that ensure timely and cost-effective sourcing of materials and services. This role handles vendor RFQs, purchase order creation and follow-up, and maintains the Approved Supplier List (ASL). The administrator supports vendor onboarding, monitors supplier compliance, and manages usage reporting for key customers. Additional responsibilities include maintaining service codes for outside processing, managing inventory for production support items like touch-up kits, and ensuring all procurement actions align with internal procedures and contractual requirements.

Breakdown of Responsibilities:

· Vendor RFQ

o Request, evaluate, and negotiate vendor quotes to secure competitive pricing and favorable terms for materials and supplies. Ensure all RFQs are accurate, complete, and aligned with company needs.

· Purchase Order Creation

o Generate purchase orders based on approved requisitions, ensuring all details, such as pricing, quantities, and terms, are accurate and compliant with procurement policies.

· Purchase Order Follow-Up

o Track open purchase orders to ensure timely fulfillment and proactively address any delays or discrepancies. Communicate with vendors to obtain status updates and resolve issues as they arise. Escalate unresolved PO concerns to minimize disruptions.

· New Vendor Onboarding

o Qualify and onboard new suppliers, ensuring they meet quality and delivery expectations. Collect and review necessary documentation, such as contracts, compliance certifications, and payment terms. Update the Approved Supplier List (ASL) and ensure vendors align with company requirements.

· ASL Management

o Maintain and update the Approved Supplier List (ASL) to ensure all vendors comply with quality and performance standards. Distribute and track vendor surveys to assess reliability and compliance. Identify gaps in supplier coverage and source new vendors as needed.

· Usage Reporting

o Generate and submit required usage reports for key customers, such as Lockheed, ensuring compliance with contractual obligations. Track material consumption and processing data to provide accurate and timely reports. Address any customer inquiries regarding procurement and material usage.

· Service Code Management

o Maintain and create service codes for part number outside processing requirements. Ensure service codes are clear and detailed to minimize miscommunication. Collaborate with internal teams to keep part and service data up to date.

· Touch-Up Kits

o Complete the inventory management of touch-up kits to ensure availability for production needs. Monitor stock levels and coordinate replenishments to prevent shortages.

Accountable For:

· Efficient and effective completion of all purchasing activities.

· Ensuring compliance with company procurement policies and procedures.

· Maintaining positive relationships with vendors and suppliers.

Supervisory Responsibilities:

· None