Purchasing Admin & Excel Data Coordinator

Honsador Lumber, LLC.; Portland (OR); On-site; USD 55,000 - 60,000; Full time

Job summary

Honsador Lumber, LLC. in Portland, OR is seeking a Purchasing Administrative Assistant to support the purchasing team with purchase order processing, vendor management, and inventory tracking in a fast-paced environment.

The role emphasizes accuracy, organization, and customer-focused communication, with advanced Excel reporting, ERP data entry, and collaboration with warehouse staff to ensure timely material availability.

Qualifications

• Advanced proficiency in Microsoft Excel with pivot tables, Power Query, XLOOKUP/VLOOKUP.
• 2-4 years of office, clerical, or administrative experience in purchasing or supply chain.
• Strong interpersonal and relationship-building skills with customer-first mindset.
• Excellent verbal and written communication abilities.
• Strong attention to detail and ability to handle repetitive tasks accurately.
• Strong organizational, time management, and communication skills.
• Team player with a customer-service mindset.
• Ability to multi-task in a fast-paced environment.

Responsibilities

• Build and maintain Excel reports using pivot tables, Power Query, and data connections to analyze purchasing history, vendor performance, inventory levels, and pricing trends.
• Prepare, enter, and process purchase orders accurately in the company's ERP or inventory system, based on stock levels, sales demand, and buyer direction.
• Communicate with vendors to confirm orders, pricing, lead times, and delivery schedules, and follow up on backorders and late shipments.
• Track inbound shipments and coordinate with the warehouse and yard staff on receiving, including freight, flatbed, and direct-to-jobsite deliveries.
• Match purchase orders, packing slips, and vendor invoices, and resolve discrepancies in quantity, pricing, or damaged goods with vendors and accounts payable.
• Maintain up-to-date vendor files, including contact information, price lists, W-9s, insurance certificates, and terms.
• Monitor inventory reports to flag low stock, slow-moving items, and seasonal needs, and assist with cycle counts and physical inventory.
• Process returns, credits, and warranty claims with suppliers.
• Update product pricing and item records in the system when vendor costs change.
• Assist with special orders for customers, including non-stock items, custom windows and doors, and bulk jobsite orders.
• Generate purchasing reports and maintain organized digital and paper records.
• Provide general administrative support to the purchasing department, including answering phones, emails, filing, and data entry.

Skills

Excel

Pivot tables

Power Query

XLOOKUP/VLOOKUP

Data analysis

Communication

Attention to detail

Organization

Team player

Time management

Tools

ERP system

Job description

Honsador Lumber, LLC. in Portland, OR is seeking a Purchasing Administrative Assistant to support the purchasing team with purchase order processing, vendor management, and inventory tracking in a fast-paced environment.

The role emphasizes accuracy, organization, and customer-focused communication, with advanced Excel reporting, ERP data entry, and collaboration with warehouse staff to ensure timely material availability.