Purchasing & Invoicing Administrator

Ultimate Staffing; Lake Forest (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Ultimate Staffing in Lake Forest, CA is seeking an Administrator with purchase order and invoice experience to join a manufacturing client. The role covers order entry, invoicing, AR, and coordinating with internal teams to ensure accurate processing from order to shipment.

You will maintain customer files, support master scheduling, generate routine sales reports, and assist with year-end and improvement projects.

Qualifications

• Experience with purchase orders and invoicing.
• Ability to process orders from entry to invoicing.
• Strong attention to detail and communication.

Responsibilities

• Answer company lines and direct them to internal team members.
• Review orders: Customer Purchase Orders, Open Order reports, and customer portals.
• Process Accounts Receivable invoices and credit card transactions.
• Responsible for processing customer orders from entry to invoicing, including verbal/electronic order confirmations to customers.
• Assist in creating and maintaining customer files (routing guides, contact sheets, parts lists).
• Oversee and maintain master schedule with order requirements and invoiced/shipped order information.
• Monitor and update daily work schedule with Supervisor and Manager and attend meetings as needed.
• Full cycle processing of online business to customer orders (inventory check, packing, invoicing, order status communication).
• Assist with handling and processing order returns with management approval.
• Participate in long term department projects (New Customer On-Boarding, New Part Checklists, Continuous Improvements Lessons Learned, Program Changes).
• Daily, weekly, monthly, quarterly, and annual Sales Reports.
• Coordinate year end activities including Holiday initiatives, filing, reporting.
• Assist in department assigned annual cycle counts.
• Assist with general clerical tasks including filing, scanning.
• Other tasks as assigned by manager.

Skills

Purchase Orders

Invoicing

Job description

Ultimate Staffing in Lake Forest, CA is seeking an Administrator with purchase order and invoice experience to join a manufacturing client. The role covers order entry, invoicing, AR, and coordinating with internal teams to ensure accurate processing from order to shipment.

You will maintain customer files, support master scheduling, generate routine sales reports, and assist with year-end and improvement projects.