Administrative Assistant

Ira Green Inc.; Providence (RI); On-site; USD 35,000 - 45,000; Full time

Job summary

Ira Green, Inc. is seeking an Administrative Assistant to support the Purchasing Department in a manufacturing environment. The role involves processing purchase orders, communicating with vendors, tracking orders, and ensuring on-time delivery. Strong attention to detail and excellent communication are required.

The candidate should have a high school diploma and prior experience in administrative, purchasing, or related roles. Proficiency with Microsoft Office is expected.

Qualifications

• High school diploma or equivalent is required.
• Previous administrative, purchasing, customer service, or manufacturing experience preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and follow-up skills.
• Strong written and verbal communication skills.
• Ability to communicate professionally with vendors and internal departments.
• Ability to manage multiple tasks and priorities while meeting deadlines.
• Proficiency with Microsoft Office.

Responsibilities

• Prepare and enter purchase orders accurately based on Purchasing Department requirements.
• Send purchase orders to vendors and confirm vendor receipt and acknowledgement.
• Follow up with vendors regarding order confirmations, pricing, quantities, lead times, and expected delivery dates.
• Track open purchase orders and follow up with vendors to support on-time delivery.
• Expedite drop-ship orders and confirm shipment and delivery information.
• Follow up on drop-ship orders to ensure Receiving Orders are completed accurately and timely.
• Coordinate with vendors regarding packaging specifications and requirements.
• Provide general administrative support to the Purchasing Department, including data entry, filing, recordkeeping, and maintaining purchasing documentation.

Skills

Attention to detail

Organizational skills

Written communication

Verbal communication

Follow-up skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Category Purchasing

Description

Position Overview

We are seeking a detail-oriented, organized, and proactive Administrative Assistant to support the Purchasing Department. This position will provide administrative and operational support to help ensure purchase orders, vendor communications, drop-shipments, packaging materials, and open orders are processed accurately and delivered on time. The ideal candidate will have strong attention to detail, excellent follow-up and communication skills, and the ability to manage multiple priorities in a fast-paced manufacturing environment. This role requires regular communication with vendors, Purchasing team members, and other departments throughout the Company.

Key Responsibilities

Purchase Order Administration

• Prepare and enter purchase orders accurately based on Purchasing Department requirements.
• Send purchase orders to vendors and confirm vendor receipt and acknowledgment.
• Follow up with vendors regarding order confirmations, pricing, quantities, lead times, and expected delivery dates.

Order Tracking & Expediting

• Track open purchase orders and follow up with vendors to support on-time delivery.
• Monitor order status, expected delivery dates, and changes to vendor commitments.
• Expedite drop-ship orders and confirm shipment and delivery information.
• Follow up on drop-ship orders to ensure Receiving Orders are completed accurately and timely.
• Communicate delays, changes, or potential delivery issues to the appropriate Purchasing team member.

Other Responsibilities

• Support the purchasing process for vendor packaging materials.
• Request and obtain quotes from vendors for packaging requirements.
• Coordinate with vendors regarding packaging specifications and requirements.
• Assist the Purchasing team in researching and resolving shipping discrepancies with vendors and Accounting Department.
• Provide general administrative support to the Purchasing Department, including data entry, filing, recordkeeping, and maintaining purchasing documentation.

Ira Green, Inc. is an Affiliated Action/Equal Opportunity Employer

Minority/Female/Disabled/Veteran/Sexual Orientation/Gender Identity

Position Requirements

• High school diploma or equivalent required.
• Previous administrative, purchasing, customer service, or manufacturing experience preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and follow-up skills.
• Strong written and verbal communication skills.
• Ability to communicate professionally with vendors and internal departments.
• Ability to manage multiple tasks and priorities while meeting deadlines.
• Proficiency with Microsoft Office

Full-Time/Part-Time Full-Time

Shift Days

Position Administrative Assistant

Division Ira Green Inc.

Number of Openings 1

Exempt/Non-Exempt Non-Exempt

Open Date 9/18/2026

Location Ira Green, Inc.

This position is currently accepting applications.