Office Support – Purchaser

Description

Job Summary: The Office Support Purchaser is a detail-oriented and reliable team member responsible for managing purchasing activities and maintaining accurate digital records. This role supports both corporate operations and contract-specific needs through timely procurement and administrative support. Success in this position requires a high level of organization, accuracy, and the ability to adapt in a dynamic work environment.

Key Responsibilities:

· Purchasing Coordination: Prepare accurate and complete purchase orders for supplies, materials, and raw goods. Work closely with employees to place and record orders, and submit them for approval within the OKSI online purchasing system.

· Shipment Scheduling & Tracking: Schedule incoming and outgoing shipments. Follow up with vendors on late, missing, or damaged goods. Ensure timely returns and maintain shipment records.

· Inventory & Records Management: Maintain detailed records of purchases including quantities, costs, and shipping details. Monitor and restock inventory of office supplies, snacks, and drinks. Submit necessary records to the finance team and other departments as needed.

· Travel Coordination and Booking: Coordinate and book business travel for individuals as needed, including flights, lodging, rental vehicles, and related logistics. Ensure travel arrangements align with company guidelines, schedules, and budget considerations, and assist with itinerary changes or travel-related issues as needed.

· Mail & Office Support: Receive, sort, and distribute incoming mail; prepare and send outgoing mail and packages. Maintain organization and cleanliness of the office area, kitchen, and whiteboards. Shred documents as needed.

· Visitor & Communication Management: Monitor and escort visitors, manage visitor sign-in, answer phones, make calls, and send emails. Schedule meetings and manage calendars.

· General Administrative Tasks: Type documents and correspondence, photocopy, scan, and file materials. Maintain digital and physical filing systems and computer records. Provide general administrative support to staff as required.

Requirements

Qualifications & Skills:

• ERP Proficiency: Strong understanding of ERP (Enterprise Resource Planning) systems for data entry and purchasing process management.
• Clerical Accuracy: Solid clerical skills to ensure accurate preparation of orders and reports in the OKSI purchasing system.
• Mathematical Ability: Strong math skills to correctly calculate costs and complete purchase orders.
• Vendor Relationship Management: Ability to build and maintain professional relationships with vendors and support contract management.
• Client Service Orientation: Effective collaboration with employees and departments to support purchasing and maintain accurate records.
• Communication Skills: Excellent verbal and written communication skills; comfortable interacting with vendors, shipping companies, and team members via phone, email, or in person.

Education: High school diploma. Associate’s degree or related preferred. 

Additional Requirements

• To comply with U.S. Government export control regulations, including the International Traffic in Arms Regulations (ITAR), you must be a U.S. person as defined by law. A U.S. person includes a U.S. citizen, lawful permanent resident, or protected individual as defined by 8 U.S.C. § 1324b(a)(3), or an individual otherwise eligible to obtain the required authorization from the U.S. Department of State. 

Benefits

• 100% employer-paid medical, dental & vision for employees – substantial subsidy for family
• Automatic company contribution to 401K – 5% of earned wages (no matching required)
• Annual paid holidays
• 3-weeks annual vacation days to start
• 6-days sick leave
• Educational assistance

We are an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, or any other status protected by law. We provide reasonable accommodations for qualified individuals with disabilities in the application and hiring process. The person hired will have access to information and items subject to U.S. export controls, and therefore, must either be a “U.S. person” as defined by 22 C.F.R. This employer participates in E-Verify.