Purchasing Administrator

Position Title: Purchasing Administrator Department: Supply Chain Reports To: Supply Chain Manager FLSA : Exempt GENERAL SUMMARY We are seeking a detail-oriented Purchasing Administrator to support the day-to-day administration of our purchasing activities. You will process requisitions and purchase orders, maintain accurate supplier and purchasing records, and coordinate with suppliers, receiving and finance to keep the procure-to-pay process running smoothly and in compliance with company policies and FDA requirements.

ESSENTIAL JOB FUNCTIONS Review requisitions for approvals and convert them into accurate purchase orders in the ERP system. Send purchase orders to suppliers and confirm pricing, quantities and delivery dates. Track open orders and shipments, expedite late deliveries, and update requesters on status. Coordinate vendor onboarding and offboarding, including required documents and master data.

Resolve discrepancies between purchase orders, receipts and invoices so vendors are paid on time. Monitor indirect supply levels and place replenishment orders to prevent shortages. Maintain purchasing documentation per company procedures, FDA requirements and audit needs. OTHER DUTIES AND RESPONSIBILITIES Maintain accurate purchasing records and prepare routine reports (e.

g., open orders, spend). Gather supplier quotes and support the Buyer and Supply Chain Manager with procurement data. Other responsibilities when needed PREPARATION, KNOWLEDGE, SKILLS & ABILITIES Strong attention to detail and organizational skills with a high level of accuracy. Clear communication skills for working with suppliers and internal teams.

Proficiency in MS Office, especially Excel; ERP or purchasing system experience is preferred. 1-2 years of purchasing or administrative experience with a high school diploma or equivalent; associate degree in business or supply chain management is preferred. Experience in a small business or startup environment working with FDA compliance is preferred.