Supply Chain Administrative Assistant

Air Vent; Dallas (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Gibraltar in Dallas seeks a detail-oriented Purchasing & Inventory Support professional to assist with PO creation, vendor follow-ups, stock records, and invoice matching.

The role also covers data and administrative support, including filing, reporting, and coordinating with vendors. Travel to local suppliers may be required; high organization and strong Excel skills are essential.

Qualifications

• 1-3 years of experience in supply chain, purchasing, or general administrative support.
• Proficiency in Microsoft Office and strong Excel skills.
• Familiarity with ERP software (SAP, Oracle, NetSuite) or warehouse management systems.

Responsibilities

• Assist with the creation, issuance, and tracking of purchase orders in the ERP system.
• Follow up with vendors on open orders, confirmations, and timelines.
• Update stock records, interpret packing lists, and perform inventory reconciliation.
• Verify received items match invoices and resolve delivery discrepancies.
• Provide general administrative support and organize files and reports.

Skills

MS Office Suite

Excel

Communication skills

Attention to detail

Problem-solving

Education

High school diploma

Associate's or Bachelor's degree in Business or Supply Chain Management

Tools

SAP

Oracle

NetSuite

Job description

• Assist with the creation, issuance, and tracking of purchase orders (POs) in the ERP or supply chain management system.
• Follow up with vendors on open orders, missing confirmations, and delivery timelines.
• Update stock records, interpret packing lists, and assist with inventory reconciliation and regular stock counts.
• Verify that received items match invoices and resolve basic delivery discrepancies.

Essential Duties And Responsibilities

Purchasing & Inventory Support

• Assist with the creation, issuance, and tracking of purchase orders (POs) in the ERP or supply chain management system.
• Follow up with vendors on open orders, missing confirmations, and delivery timelines.
• Update stock records, interpret packing lists, and assist with inventory reconciliation and regular stock counts.
• Verify that received items match invoices and resolve basic delivery discrepancies.

Data & Administrative Support

• Maintain and organize both digital and physical files (purchase orders, invoices, and shipping documents) in compliance with company policies.
• Compile and format supply chain reports (e.g., inventory summaries, vendor performance, and budget trackers) for leadership.
• Provide general administrative support, including scheduling meetings with vendors, managing calendars, and handling departmental correspondence.
• There will be times when we need this person to drive to a local supplier and pick up materials needed.
• Other job duties as assigned.

Experience:

1-3 years of experience in supply chain, purchasing, or general administrative support.

Education:

High school diploma or equivalent; Associate's or Bachelor's degree in Business or Supply Chain Management is a plus.

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Outlook, and strong Excel skills-sorting, filtering, formulas).

System Knowledge:

Familiarity with ERP software (e.g., SAP, Oracle, NetSuite) or warehouse management systems is highly preferred.

Soft Skills:

Highly organized with a strong attention to detail, excellent problem-solving abilities, and strong written/verbal communication skills.

Core Competencies

• Ability to foster trusting relationships, teamwork, and cross collaboration.
• Effective verbal and written communication skills.
• Excellent analytical and critical thinking skills.
• Demonstrates personal accountability for results.

Organizational Competencies:

Continuous Improvement, Continuous Learning, Agility, Active Listening and Understanding, Inclusive Decision Making, Customer Focus, Growth Mindset, Steadfast Ethics, and Integrity, Creative Problem Solving, Broad Perspective

Disclaimer

The information in this description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Gibraltar is an Equal Employment Opportunity Employer and gives all applicants for employment equal consideration regardless of race, color, sex, religion, national origin, arrest record, ancestry, age, physical or mental disability, sexual orientation, transgender status, genetic information, marital status, citizenship status, veteran status, pregnancy, or any other status protected by federal, state, or local law. Upon request and consistent with applicable laws, Gibraltar will provide reasonable accommodations to individuals with disabilities who need an accommodation to fully participate in the application process.

This position is not eligible for visa sponsorship. Candidates must be authorized to work in the United States without the need for sponsorship, now or in the future.