Administrative Assistant - Purchasing Department

Randstad USA; Bay Shore (NY); Vor Ort; USD 33.000 - 39.000; Vollzeit

Zusammenfassung

Randstad USA in Bay Shore, NY seeks an Administrative Assistant in the Purchasing Department for a 3-6 month contract to support open purchase orders, supplier follow-ups, and on-time component deliveries in a fast-paced production environment.

The ideal candidate has 1–3+ years in admin or materials coordination within manufacturing, strong Excel skills, and exposure to ERP/MRP systems like SyteLine or SAP. This is a full-time day shift with potential for permanent hire.

Qualifikationen

• 2 years of experience in administrative or materials coordination in manufacturing.
• Strong Microsoft Excel proficiency.
• Hands-on exposure to ERP/MRP platforms preferred.
• Solid vendor management and data accuracy skills.

Aufgaben

• Purchase Order Tracking & Expediting: monitor open POs to identify past-due or at-risk deliveries.
• Vendor Follow-Up: contact suppliers to confirm ship dates and statuses.
• ERP Data Maintenance: update PO dates and notes in the ERP system.
• Reporting & Expedite Lists: manage weekly logs and delivery tracking in Excel.
• Shortage Escalation: escalate bottlenecks to prevent downtime.
• RFQs: assist by requesting quotes from suppliers for materials and services.
• Cross-Department Collaboration: coordinate with Production, Inventory/Warehouse, and Engineering.

Kenntnisse

Purchase Orders

Reporting

Microsoft Excel

Data Entry

Vendor Relations

Customer Service

Phones

Emails

Tracking Shipments

ERP

RFQs

Oral Communication

Handling Confidential Information

Problem Solving

Working Independently

Administrative Duties

Answering Phones

Purchasing/Procurement

Vendor Management

Ausbildung

High School Diploma

Tools

Infor CloudSuite Industrial

SyteLine

Jobbeschreibung

A leading global designer and manufacturer of high-speed industrial packaging machinery in Bay Shore, NY is seeking a proactive, detail-oriented Administrative Assistant (Purchasing Department) for an immediate 3-6 month contract assignment with potential for permanent hire. Working directly alongside the Senior Buyer and Materials Manager in a fast-paced production environment, you will play a critical operational role tracking open purchase orders, proactively following up with suppliers, and expediting component deliveries to prevent manufacturing downtime. The ideal candidate offers 1-3+ years of administrative or materials-coordination experience within a manufacturing setting and solid proficiency in Microsoft Excel. Hands‑on exposure to ERP/MRP platforms (such as SyteLine, SAP, or Epicor) is a plus. If you are an organized, persistent communicator who excels at vendor management and data accuracy, this full‑time day shift (Monday–Friday, 8:00 AM - 5:00 PM) offers a collaborative team atmosphere and an excellent opportunity to expand your supply chain career.

Salary: $24 - $28 per hour
Shift: First
Work hours: 8 AM - 5 PM
Education: High School

Responsibilities

• Purchase Order Tracking & Expediting: Monitor open purchase orders daily across direct materials, machined parts, and aftermarket components to identify past-due, approaching-due, or at-risk deliveries.
• Vendor Follow-Up: Proactively contact suppliers via email and phone to confirm receipt of orders, obtain firm ship dates, track transit statuses, and confirm expected on-dock delivery dates.
• ERP Data Maintenance: Accurately update purchase order promise dates, transit tracking details, and notes within the ERP system (Infor CloudSuite Industrial / SyteLine).
• Reporting & Expedite Lists: Generate and manage weekly vendor expedite logs, shortage lists, and delivery tracking sheets using Microsoft Excel.
• Shortage Escalation: Identify and promptly escalate critical supplier bottlenecks, material shortages, or extended lead times to the Buyers and Materials Manager to prevent manufacturing line downtime.
• Request for Quotes (RFQs): Assist purchasing team members by requesting routine quotes from established suppliers for raw materials, standard hardware, consumables, and outside services as needed.
• Cross-Department Collaboration: Coordinate with Production, Inventory/Warehouse, and Engineering teams to verify part requirements and receipt priorities.

Skills

• Purchase Orders
• Reporting
• Microsoft Excel
• Data Entry
• Vendor Relations
• Customer Service
• Phones
• Emails
• Tracking Shipments
• ERP
• RFQs
• Oral Communication
• Handling Confidential Information
• Problem Solving
• Working Independently
• Administrative Duties
• Answering Phones
• Purchasing/Procurement
• Vendor Management

Qualifications

• Years of experience: 2 years
• Experience level: Experienced

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact [e-mail].

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short‑term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.

Experience

• Experienced
• 2 years

Education

• High School