Purchasing and Business Development Administrator

Purchasing & Business Development Administrator

We are seeking a motivated and detail-oriented Purchasing & Business Development Administrator for an organization looking to add a proactive administrative professional to its team.

The Purchasing & Business Development Administrator will support a busy operation with a primary focus on purchasing and procurement support, vendor coordination, reporting and data analysis, business development administration, order tracking, and shipment documentation. The ideal candidate is highly organized, comfortable working with Excel and numbers, and able to manage multiple priorities while maintaining a high level of accuracy and follow-through.

This is a great opportunity for someone looking to continue building their purchasing, procurement, supply chain, operations, or business administration career. Previous purchasing experience is helpful but not required, as the organization is willing to train someone who demonstrates strong initiative, accountability, attention to detail, and a willingness to learn.

Responsibilities

• Prepare and issue domestic and international purchase orders based on approved purchasing requests.
• Verify part numbers, quantities, pricing, terms, and delivery requirements to ensure purchase order accuracy.
• Review vendor acknowledgements and track purchase orders through delivery, following up on missing confirmations, delays, shortages, and discrepancies.
• Request vendor quotations and maintain accurate pricing, lead times, availability, part numbers, and purchasing information.
• Support purchasing activities for resale products, plant supplies, PPE, and other operating materials.
• Gather inventory and open-order information to assist management with purchasing and replenishment decisions.
• Provide administrative support for business development projects, customer reorder programs, and other customer initiatives.
• Maintain accurate vendor, product, customer, pricing, and website information within company systems.
• Assist with website customer account setup and ongoing account maintenance.
• Track project deadlines and action items, follow up with internal contributors, and communicate outstanding items or obstacles.
• Generate recurring inventory, purchasing, sales, and vendor reports, ensuring information is accurate and investigating routine discrepancies.
• Maintain organized purchasing, customer, product, shipment, and approval records.
• Prepare and verify domestic and international shipment documentation and coordinate missing or inaccurate information.
• Track shipments and communicate with vendors, carriers, and internal departments regarding status updates or delays.
• Partner cross-functionally with Purchasing, Distribution, Customer Service, Accounting, and other departments.
• Take ownership of assigned responsibilities and follow tasks through completion with minimal day-to-day direction.

Qualifications

• 1-3 years of relevant experience required, ideally within administrative support, purchasing support, order entry, logistics coordination, operations, or a related position.
• Previous experience as a Purchasing Assistant, Purchasing Coordinator, Procurement Coordinator, Administrative Coordinator, Order Management Specialist, Logistics Coordinator, Operations Coordinator, or similar professional is preferred.
• Intermediate Microsoft Excel skills required, including experience with formulas, lookup functions, reporting, data validation, and analyzing information for discrepancies or trends.
• Proficiency with Microsoft Outlook and strong overall computer skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Exceptional attention to detail and accuracy when working with orders, pricing, reports, and system information.
• Strong follow-through and accountability with the ability to take ownership of responsibilities from start to finish.
• Professional written and verbal communication skills with the ability to work effectively with vendors, customers, and internal departments.
• Comfortable working with numbers, spreadsheets, reports, inventory information, and system data.
• Strong problem-solving skills with the ability to resolve routine issues independently and recognize when matters need to be escalated.
• Manufacturing, industrial, distribution, logistics, or similar industry experience is preferred.
• Previous experience with an ERP, purchasing system, or QuickBooks is a plus, but not required.
• Purchasing, procurement, vendor management, inventory management, sourcing, and supplier negotiation experience is a plus, but can be trained.
• Proactive, dependable, and comfortable taking initiative without constant direction or reminders.
• Team-oriented with a strong sense of accountability and willingness to support cross-functional departments.