Purchasing & Administrative Assistant

We are seeking a detail-oriented and proactive Purchasing / Administrative Assistant to support our engineering operations. This dual-role position involves handling procurement-related tasks and general office administration

We are seeking a detail-oriented and proactive Purchasing / Administrative Assistant to support our engineering operations. This dual-role position involves handling procurement-related tasks and general office administration. The successful candidate will assist with sourcing and purchasing materials, maintaining vendor relationships, and ensuring the smooth daily operations of the office.

 Key Responsibilities:

Purchasing Duties:

• Assist in sourcing suppliers and obtaining competitive quotes for engineering materials, equipment, and services.
• Prepare and process purchase orders, ensuring accuracy and timely submission.
• Track order status and delivery timelines to ensure prompt receipt of goods and services.
• Maintain records of purchases, pricing, and inventory levels.
• Coordinate with project managers and engineers to confirm procurement needs and delivery schedules.
• Evaluate vendor performance and maintain a preferred supplier list.
• Liaise with finance to ensure timely payment of vendor invoices.

Administrative Duties:

• Provide administrative support to the engineering and operations teams.
• Manage office supplies inventory and place orders as needed.
• Assist in preparing reports, memos, and documentation for internal and client use.
• Schedule meetings, manage calendars, and coordinate travel arrangements.
• Maintain filing systems (digital and physical) for contracts, invoices, and correspondence.
• Support onboarding of new employees and coordinate facility maintenance as required.
• Perform data entry in QuickBooks.

Qualifications:

• Diploma in Business Administration or related area
• 2+ years of experience in purchasing or administrative support, preferably in an engineering or technical environment.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with purchasing software or ERP systems is a plus.
• Working knowledge of QuickBooks is a plus.
• Excellent communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.