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Administrative Assistant in Purchasing Department


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Westaff has an opening for a Full Time, Temp to Perm

Purchasing Department Assistant

General Hours – Monday – Friday 8:30a.m – 5:00 p.m. with flexibility to work additional hours

Position reports to:  Purchasing Director

Position summary of the Purchasing Assistant:


  • Perform administration functions in support of Purchasing Department staff
  • Gather, monitor and prepare all paperwork for containers shipping from and arriving   (includes import documents (if applicable), bill of lading, confirmations, arrival notices, etc.)
  • Process all confirmations; gather and attach confirmations, confirming coding, pricing,  quantities, descriptions, etc.
  • Schedule daily pick-ups; contacts warehouses to confirm product availability, sets up appointments and pick-ups according to product availability and company need
  • Process purchase order confirmations as received from suppliers; maintain ETA’s. Keep buyers apprised of issues
  • Run daily excess-inventory report for monitoring by director and buyers
  • Responsible for keeping purchase order files orderly and up-to-date; notifying buyers of any missing confirmations, late shipments, etc.
  • Attend weekly Diageo conference calls on any order concerns/changes etc.
  • Diver & JDE special project coordinator, upkeep of data integrity project (layer/pallet/weight, etc.)
  • Update monthly freight log and provide reports as scheduled
  • Monitor holiday purchase order lists (Seasonal)
  • Perform daily receiving, pulling necessary paperwork in accordance with appointment schedule, verifying all orders are consolidated.  Provide back-up as necessary
  • Additional support duties as required



Job Requirements

Requirements & Attributes for the Purchasing Admin 

  • Associate’s degree or related experience required
  • 3 -5 years minimum of Purchasing related/Administrative Assistant experience
  • Microsoft Excel skills
  • Knowledge of JD Edwards and Diver a plus
  • Organizational and communication skills
  • Team based duties
  • Multitask and work without constant supervision
  • Excellent attention to detail
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