Purchasing Assistant/Administrative Assistant

MHXCo Foam Company; Amsterdam; On-site; EUR 36,000 - 47,000; Full time

Job summary

MHXCo Foam Company, LLC seeks a dedicated Purchasing / Administrative Assistant to support the Purchasing Department and handling general office functions in a fast-paced manufacturing environment. The role emphasizes accurate ordering, timely deliveries, and maintaining records while coordinating with vendors and internal teams.

Ideal candidates are highly organized, detail-oriented, and capable of communicating effectively with suppliers, employees, and multiple departments.

Qualifications

• High school diploma required; associate degree preferred.
• Experience with purchasing, procurement, or manufacturing environments preferred.
• Experience with purchase orders, invoices, vendors, inventory or receiving documentation.
• Strong computer skills; proficient in Excel, Outlook and Word.
• Experience with ERP or inventory management systems.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication.
• Ability to work independently and across departments.

Responsibilities

• Track requisitions, POs, open orders, and deliveries; follow up with suppliers.
• Prepare and issue purchase orders and distribute to suppliers and internal departments.
• Perform routine purchasing duties as directed by Purchasing Manager.
• Review requisitions for accuracy and specifications before processing.
• Compare supplier pricing, lead times, and delivery dates to meet requirements.
• Match invoices to POs and receiving docs; resolve discrepancies with vendors.
• Monitor inventory levels and assist with ordering materials to support production.
• Maintain purchasing files, reports, and supplier information.

Skills

Organizational skills

Communication skills

Data entry

Purchasing

Vendor coordination

Education

High school diploma

Associate degree (Business Admin / Supply Chain)

Tools

Microsoft Excel

Outlook

Microsoft Word

ERP systems

Job description

Company Description

MHXCo Foam Company, LLC is a privately held foam manufacturer based in Amsterdam, NY, producing a wide variety of foam forms for multiple industries. The company specializes in advanced foam materials that support general industrial use and product fabrication. MHXCo’s trademark XOLEFIN® covers polyolefin foam materials available as rolls, slabs, planks, and extrusions for sale to product fabricators. The organization focuses on quality, innovation, and reliable supply to industrial partners. Team members contribute to a growing manufacturing business with opportunities to support operations and customer service.

Purchasing Assistant / Administrative Assistant

Position Summary

The Purchasing Assistant / Administrative Assistant provides day-to-day support to the Purchasing Department while also assisting with general administrative and office functions. This position plays an important role in ensuring materials and supplies are ordered accurately, deliveries are tracked, purchasing records are maintained, and vendor issues are resolved in a timely manner.

The ideal candidate is highly organized, detail-oriented, comfortable working in a fast-paced manufacturing environment, and able to communicate effectively with vendors, employees, and multiple departments. This position requires the ability to manage competing priorities while maintaining accurate records and providing dependable administrative support.

Purchasing Responsibilities

• Track the status of requisitions, purchase orders, open orders, and deliveries, following up with suppliers as necessary.
• Prepare and issue purchase orders and distribute copies or purchasing information to suppliers and appropriate internal departments.
• Perform routine purchasing and buying duties as assigned by the Purchasing Manager.
• Review purchase requisitions for accuracy, appropriate terminology, quantities, and specifications before processing.
• Compare supplier pricing, specifications, lead times, and delivery dates to ensure company requirements are met.
• Review supplier order confirmations against purchase orders to verify pricing, quantities, delivery dates, freight terms, and other details. Resolve or adjust discrepancies as necessary.
• Monitor inventory quantities and assist with ordering materials and supplies to maintain appropriate inventory levels and support production requirements.
• Review receiving paperwork to verify purchase orders have been filled correctly and received goods match the quantities and specifications ordered.
• Contact suppliers to schedule or expedite deliveries and resolve shortages, missed deliveries, late deliveries, damaged materials, pricing discrepancies, and other purchasing-related issues.
• Communicate with Customer Service, Manufacturing, Production Planning, and other departments regarding material availability, supplier inquiries, order status, changes, delays, and cancellations.
• Match supplier invoices to purchase orders and receiving documentation. Work directly with vendors to resolve discrepancies before submitting invoices to Accounting for payment.
• Calculate and verify order costs and ensure invoices and purchasing expenses are directed to the appropriate accounts.
• Prepare, maintain, and review purchasing files, reports, supplier information, price lists, and other purchasing documentation.
• Maintain accurate supplier and purchasing information within the company's ERP and related systems.
• Maintain knowledge of company policies and procedures related to purchasing and communicate applicable requirements to employees and vendors.
• Work with Astro on inventory movements and complete inventory transfer documentation for bookkeeping and inventory-control purposes.
• Assist with inventory reconciliation and investigate purchasing or receiving discrepancies when necessary.
• Coordinate inbound freight and select appropriate trucking carriers based on cost, timing, service requirements, and business needs.
• Track inbound shipments and communicate freight or delivery issues to the appropriate departments.
• Assist the Purchasing Manager with supplier research, obtaining quotes, pricing comparisons, and other purchasing projects as needed.

Administrative Responsibilities

• Provide general administrative and clerical support to the Purchasing Department and other departments as needed.
• Maintain organized electronic and physical files, records, forms, and departmental documentation.
• Assist with data entry, spreadsheets, reports, correspondence, and other business documents.
• Maintain accurate information in company systems and databases.
• Assist with preparing reports and gathering information requested by management.
• Coordinate meetings, appointments, and schedules as requested.
• Assist with preparing meeting materials, taking notes, and following up on administrative action items when needed.
• Order and maintain office and departmental supplies while monitoring inventory and controlling unnecessary costs.
• Assist with incoming telephone calls, emails, visitors, and general inquiries as needed, directing requests to the appropriate individual or department.
• Prepare, scan, copy, file, and distribute documents and correspondence.
• Assist with maintaining vendor documentation, certificates, forms, and other required records.
• Support Accounting with purchasing-related documentation, invoice questions, and record reconciliation.
• Assist with special projects and company initiatives as assigned.
• Provide administrative coverage and support to other departments when needed.
• Handle confidential company, vendor, employee, and financial information with appropriate discretion.
• Perform other administrative and purchasing duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree in Business Administration, Supply Chain, Purchasing, or a related field preferred.
• Previous experience in purchasing, procurement, administrative support, customer service, or a manufacturing environment preferred.
• Experience working with purchase orders, invoices, vendors, inventory, or receiving documentation preferred.
• Strong computer skills, including Microsoft Office, particularly Excel, Outlook, and Word.
• Experience with ERP or inventory management systems preferred.
• Strong organizational skills and attention to detail.
• Ability to accurately enter, review, and maintain data and documentation.
• Strong written and verbal communication skills.
• Ability to communicate professionally with suppliers, freight carriers, employees, and management.
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
• Strong problem-solving skills with the ability to identify discrepancies and follow through until issues are resolved.
• Ability to work independently while also collaborating effectively across departments.

Key Competencies

Organization & Attention to Detail: Maintains accurate records and follows established processes while managing multiple priorities.

Communication: Communicates professionally and effectively with suppliers, carriers, coworkers, and management.

Follow-Through: Proactively tracks open items, follows up on outstanding orders and issues, and ensures tasks are completed.

Problem Solving: Identifies purchasing, inventory, invoice, and delivery discrepancies and works with the appropriate parties to resolve them.

Teamwork: Works collaboratively with Purchasing, Manufacturing, Customer Service, Accounting, Receiving, and other departments to support business needs.

Confidentiality & Professionalism: Handles sensitive business and financial information appropriately and represents the company professionally in interactions with employees, vendors, and outside partners.