Purchasing Administrative Assistant at

COLONIAL DISTRIBUTING

Purchasing Administrative Assistant at

COLONIAL DISTRIBUTING

in Lutz, Florida Posted in 1 day ago.

Type:

full-time As a Purchasing Assistant and Administrative professional, you will provide essential support to the Purchasing Department by assisting with purchase orders, email communication, new item creation, and administrative tasks. The position will also provide support to our Cash & Carry locations as needed, helping ensure their day-to-day operational needs are addressed efficiently and accurately. The position is scheduled for five (5) days per week, Monday through Friday, with the possibility of overtime and occasional weekend work based on business needs. Duties and Responsibilities (not limited to any duty as assigned) Follow established Standard Operating Procedures (SOPs) for the Purchasing and Receiving Departments. Prepare, send, update, and maintain purchase orders for vendors. Communicate with vendors to confirm orders, pricing, quantities, delivery dates, and estimated arrival times. Verify products, quantities, pricing, invoices, and purchase orders to identify and resolve discrepancies. Ensure invoices are received and properly matched to purchase orders before product delivery when required. Monitor open purchase orders and follow up on outstanding deliveries and expected receiving dates. Coordinate the resolution of damaged merchandise and vendor returns. Create and maintain new item records, ensuring product information is complete and accurate. Assist with purchasing-related projects and special assignments as needed. Prepare and maintain documentation for vendor returns, including return authorizations and related records. Process and track vendor bill-backs, ensuring supporting documentation is accurate and submitted in a timely manner. Review and respond to emails daily, maintaining timely communication with vendors and internal teams. Provide support to Purchasing, Receiving, Warehouse, and Cash & Carry operations as needed. Perform other duties and responsibilities as assigned by management. Excellent communication, interpersonal, and organizational skills, with strong attention to detail. Strong customer service skills and the ability to communicate effectively in English; Spanish speaking skills are a plus. Highly accurate, dependable, and professional with a strong work ethic. High School Diploma or GED required. Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines. Flexible and willing to adjust work hours or schedule on short notice based on business needs.