Purchasing Coordinator/Admin Assistant

Ultimate Staffing; Placentia (CA); On-site; USD 34,000 - 37,000; Full time

Job summary

Ultimate Staffing is seeking a Purchasing Coordinator/Admin Assistant in California to join a fast-paced team. You will manage customer data in Excel, obtain purchase orders, and support accounts payable and invoicing workflows to ensure accurate documentation.

Ideal candidates are highly organized, detail-oriented and communicative, with strong Excel skills and the ability to coordinate with internal and external partners to keep operations running smoothly.

Qualifications

• Proven ability to stay organized in a fast-paced environment.
• Strong Excel skills for data entry, reporting and shared spreadsheets.
• Understanding of purchase orders, invoicing workflow and AP processes.
• Excellent problem-solving and communication abilities.

Responsibilities

• Coordinate customer information and PO data in shared Excel sheets.
• Review work orders and pre-invoices for accuracy and discrepancies.
• Process purchase orders and payments via company systems and credit card.
• Provide front desk support and maintain purchase order records.

Skills

Organization

Excel proficiency

Accounts payable

Attention to detail

Communication

Multitasking

Tools

Microsoft Excel

Job description

Temp to hire position
Pay Range: $25 - $27 per hour, depending on experience
Schedule: Monday - Friday | 8:00 AM - 5:00 PM

We are seeking a highly organized, detail-oriented, and dependable professional to join our team as an Purchasing Coordinator/Admin Assistant. The ideal candidate will possess outstanding problem-solving skills, a strong work ethic, and a commitment to accuracy in their daily responsibilities. You should be proficient in Excel, thrive in a fast-paced environment, and excel at collaborating with internal and external stakeholders to ensure smooth operations.

If you're punctual, results-driven, and enjoy blending administrative support with data management and accounts payable functions, we encourage you to apply!

Key Responsibilities

• Customer Coordination:
  • Manage and update shared Excel spreadsheets with customer information (including name, email, and phone number).
  • Request and obtain customer purchase orders, ensuring documentation is accurate and complete.
• Invoice & Work Order Management:
  • Review work orders and pre-invoices when requesting customer purchase orders; check for discrepancies and return items to billers for correction if needed.
  • Collaborate with billers and other stakeholders to guarantee precise documentation.
• Accounts Payable Support:
  • Create purchase orders and place orders via email or phone.
  • Process payments for purchases using the company credit card.
  • Answer and manage phone lines, providing exceptional customer service.
• Administrative Duties:
  • Provide front desk coverage, answering calls and assisting walk-in visitors as necessary.
  • Maintain and update all purchase order and contact records using Excel.
  • Assist with general administrative tasks to support the smooth operation of the office.

Qualifications & Skills

• Proven track record of organization and attention to detail.
• Proficient in Microsoft Excel, including data entry, reporting, and managing shared spreadsheets.
• Strong understanding of purchase orders, invoicing workflow, and accounts payable processes.
• Exceptional problem-solving skills with the ability to identify and resolve discrepancies promptly.
• Excellent communication skills, both written and verbal, for collaborating with billers, vendors, and customers.
• Reliable, punctual, and committed to maintaining a consistent work schedule.
• Ability to multitask efficiently while maintaining accuracy in all tasks.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.