Purchasing & Administrative Coordinator

Position Title:
Purchasing & Administrative Coordinator

Employment Type: Full-Time

Work Location: Deland, FL (In-Person)

Compensation: $19.00 per hour

Schedule: Day shift (8 hours), M-F

Purchasing & Administrative Coordinator

(BOM-Based Purchasing | QuickBooks | Excel | Front Office Support)

Position Summary

The Purchasing & Administrative Coordinator is responsible for procuring all materials based on approved Bills of Materials (BOMs) to ensure accurate, timely, and cost-effective support of production operations.

This role requires strong attention to detail, proficiency in QuickBooks and Excel, and the ability to support front-office operations including receptionist duties when needed.

The ideal candidate is organized, proactive, and comfortable balancing purchasing accuracy with professional customer interaction.

Key Responsibilities

Purchasing & Materials Management

Review and interpret Bills of Materials (BOMs) to determine required materials and quantities

Generate purchase orders in QuickBooks

Source materials from approved vendors

Compare pricing and lead times to ensure best value

Track open purchase orders and follow up on delivery dates

Maintain accurate records of orders, confirmations, and receipts

Communicate with production, engineering, and vendors regarding material availability

Assist in monitoring inventory levels and reorder points

Identify cost-saving opportunities and vendor alternatives

Systems & Documentation

Enter and manage purchasing data in QuickBooks

Maintain organized Excel spreadsheets for tracking materials, pricing, and vendor information

Reconcile discrepancies between purchase orders, packing slips, and invoices

Maintain up-to-date vendor files and contact information

Administrative / Reception Duties

Answer incoming phone calls professionally and direct appropriately

Greet visitors and customers

Assist with general administrative support tasks

Support office coordination when leadership or staff are unavailable

Qualifications

Required

2+ years of purchasing, materials coordination, or administrative experience

Experience working with Bills of Materials (BOMs)

Proficiency in QuickBooks

Strong working knowledge of Microsoft Excel

High level of accuracy and attention to detail

Strong organizational and communication skills

Ability to manage multiple priorities in a fast-paced environment

Preferred

Experience in manufacturing or industrial environment

Knowledge of inventory control systems

Familiarity with reading technical part descriptions or material specifications

Key Competencies

Detail-oriented and process-driven

Strong follow-through and accountability

Cost-conscious decision making

Professional and courteous demeanor

Able to balance desk work with front-office responsibilities

Physical & Work Environment

Primarily office-based position

May require occasional movement between office and production areas