Purchasing and Office Administrator

Ascent Vision Technologies Australia; Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

AVT Australia, a CACI company, is seeking a Purchasing Coordinator to support procurement and operations. You will raise purchase orders in SAP Business One, manage supplier records, and track deliveries while working closely with Production and Accounting.

This is an early-career role with full training, a positive attitude, and room to grow into a coordinator position. The Melbourne-based office offers a collaborative environment and stable work rights in Australia.

Qualifications

• Experience in purchasing, procurement support or order administration.
• Confident supplier communication by phone and email.
• Strong attention to detail with part numbers, pricing and documentation.

Responsibilities

• Support the Procurement Specialist with day to day purchasing administration, including PO management.
• Raise purchase orders in SAP Business One and Jira against approved requests.
• Follow up outstanding approvals and ensure price/quantity accuracy.
• Maintain the open PO tracker, monitor delivery status and communicate delays.
• Assist with supplier onboarding documentation and records in SAP.
• Provide office coordination support such as visitor greeting, mail distribution and phone coverage.

Skills

Purchasing

Procurement

Excel

Supplier communication

Tools

SAP Business One

Jira

Job description

AVT Australia, a CACI company, specialises in the design and production of lightweight camera gimbal systems. Our world-leading camera systems operate in a range of defence and commercial applications including airborne surveillance, ground based counter drone systems, marine vessel camera systems, ground vehicle camera systems, and many more.

Our office is located within walking distance to Queen Victoria Market and Flagstaff Station. We offer great working conditions, fun atmosphere and believe in a positive work-life balance. Simply put, we believe your job should add meaning to your life, not consume it!

About the role:

You’ll look after visitors, calls and mail, and support our procurement and operations teams by raising purchase orders, following up deliveries and keeping supplier records up to date. This is a great opportunity for someone early in their career, with real room to grow. Depending on your strengths, it could lead to a future coordinator role in the business.

Experience with SAP Business One or purchasing is a bonus, but a positive "can do" attitude, attention to detail and willingness to learn are most important. Full training will be provided.

Responsibilities:

Purchasing Coordination

Support the Procurement Specialist with day to day purchasing administration, including:

Purchase Order Management

Raise purchase orders in SAP Business One and Jira against approved requests and issue them to suppliers.

Follow up outstanding approvals.

Check order acknowledgements against POs for price, quantity and delivery dates, and flag any differences.

Open Order and Delivery Follow Up

Maintain the open PO tracker, following up acknowledgement, dispatch and delivery status against required dates.

Communicate delivery status and delays to Production, Engineering and Inventory.

Assist the accounts team with resolving PO and invoice discrepancies.

Collect and file supplier onboarding documentation, including compliance forms and credit applications.

Set up and maintain supplier and contact records in SAP Business One\

Office Coordination

Support the Operation Analyst with day to day office administration, including:

Assist with visitor and contractor visits: greeting, badging, and communication with local POC to escort guests to the appropriate location.

Mail distribution: pick up mail and deliver to/notify appropriate party.

Promptly answering phones, taking messages, and directing calls and post to the appropriate person or department.

Assist with facility management (trades, subcontractors, maintenance) as on-site liaison.

Key requirements

Experience in purchasing, procurement support or order administration, manufacturing experiences will be advantageous.

Confident supplier communication by phone and email

Strong attention to detail with part numbers, pricing and documentation

Strong work ethic with a “can do” positive attitude

Flexibility and ability to multitask, switching priorities as needed

Intermediate Excel

Applicants must have full, permanent work rights in Australia. Compliance with International Traffic in Arms Regulations (ITAR) is applicable to this role. Applicants must be able to obtain National Police and other related security clearances that apply to the role.