Purchasing Administrative Assistant

Aston Carter; Marietta (GA); On-site; USD 30,000 - 33,000; Full time

Job summary

Aston Carter is seeking a Purchasing Administrator / Office Administrative Assistant for a contract role based in Marietta, GA. The position focuses on end-to-end PO processing, financial tracking, and subcontractor payments, using ERP and CRM systems to support operational efficiency.

Responsibilities include payment reconciliation, data entry, customer communication, and collaboration with centralized operations and business managers to ensure a high-quality customer experience.

Qualifications

• 13+ years of experience in office/administrative roles.
• High school diploma or equivalent; associate or bachelor’s degree preferred.
• Experience with purchasing administration, PO processing and invoice entry.
• Strong attention to detail and accuracy in monetary data.

Responsibilities

• Oversee subcontractor PO process from start to finish, ensuring accuracy and timeliness.
• Assist central operations with payment reconciliation and accounts receivable support.
• Respond to inquiries and provide status updates to customers.
• Coordinate with managers and centralized operations on objectives and customer experience.
• Make outbound calls to gather information, resolve issues, and confirm PO/invoice/work order details.
• Enter invoices and PO numbers into ERP and CRM accurately.
• Monitor alignment between documents and system records; resolve discrepancies.
• Maintain organized records for POs, invoices, and subcontractor payments for reporting and audits.
• Provide general admin support to business managers and centralized operations.
• Collaborate with subcontractors at installer and owner levels to ensure smooth workflows.
• Use ERP/CRM tools to track work orders and support decisions.
• Suggest improvements to purchasing/administrative processes.

Skills

Office administration

Customer service

Data entry

Verbal & written communication

Phone outreach

Multitasking

Education

High school diploma or equivalent; associate or bachelor's preferred

Tools

ERP systems

CRM systems

Microsoft Office

Invoice processing software

Job description

Job Description

The Purchasing Administrator / Office Administrative Assistant ensures seamless end-to-end purchase order processing, accurate financial tracking, and a positive customer experience by effectively managing ERP and CRM systems. This role coordinates subcontractor payments, supports centralized operations, and maintains clear communication with internal teams and external partners to drive operational efficiency and informed decision-making.

Job Description

The Purchasing Administrator / Office Administrative Assistant ensures seamless end-to-end purchase order processing, accurate financial tracking, and a positive customer experience by effectively managing ERP and CRM systems. This role coordinates subcontractor payments, supports centralized operations, and maintains clear communication with internal teams and external partners to drive operational efficiency and informed decision-making.

Responsibilities

• Oversee and administer the subcontractor purchase order process from initiation through completion, ensuring accuracy and timeliness.
• Assist the central operations team with payment reconciliation, accounts receivable activities, and related financial support tasks.
• Support customer communication by responding to inquiries, providing status updates, and maintaining a professional and service-oriented approach.
• Coordinate closely with business managers and centralized operations to align on objectives and maintain a consistent, high-quality customer experience.
• Make a high volume of outbound phone calls to customers and subcontractors to gather information, resolve issues, and confirm details related to purchase orders, invoices, and work orders.
• Perform accurate data entry of invoices, purchase order numbers, and related financial information into ERP and CRM systems.
• Monitor monetary alignment between documents and system records, promptly identifying and resolving discrepancies.
• Maintain organized records and documentation for purchase orders, invoices, and subcontractor payments to support reporting and audits.
• Provide general administrative support to business managers and centralized operations, including preparing reports, updating records, and handling other tasks as directed.
• Collaborate with subcontractors at both installer and business owner levels to ensure smooth operational workflows and timely completion of work.
• Use ERP and CRM tools to track work orders, manage financial data, and support operational decision-making.
• Contribute to continuous improvement of purchasing and administrative processes by sharing feedback and suggesting enhancements.

Essential Skills

• 13 years of experience in an office, administrative, or assistant role.
• High school diploma or equivalent; associate or bachelors degree preferred.
• Demonstrated experience with purchasing administration, including purchase order processing and invoice entry.
• High attention to detail, particularly regarding monetary alignment between documents and systems.
• Strong organizational and multitasking skills with consistent attention to detail.
• Excellent verbal and written communication skills, with the ability to interact confidently with customers and subcontractors.
• Comfort and proficiency in making a high volume of outbound phone calls to customers and subcontractors.
• Proficiency in Microsoft Office applications, including Word and Excel.
• Experience working with ERP systems for purchase orders, invoicing, and work orders.
• Experience working with CRM systems to manage customer interactions and operational data.
• Strong data entry skills with a focus on accuracy and completeness.
• Customer service orientation with the ability to build positive relationships and resolve issues effectively.

Additional Skills And Qualifications

• Associate or bachelors degree in business, administration, or a related field is preferred.
• Experience with both ERP and CRM platforms, including understanding of purchase orders, invoicing, and work order workflows.
• Ability to interact professionally with subcontractors at installer and business owner levels.
• Strong people skills, including active listening, clear communication, and relationship building.
• Ability to work independently while collaborating effectively with centralized operations and business managers.
• Comfort working in a fast-paced environment where priorities may shift and attention to detail remains critical.

Job Type & Location

This is a Contract position based out of Marietta, GA 30067.

Pay And Benefits

The pay range for this position is $22.00 - $24.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave).

Workplace Type

This is a fully onsite position in Marietta,GA 30067.

Application Deadline

This position is anticipated to close on Oct 10, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.