Purchasing Admin Assistant (Personal Care)

Our client, a growing personal care manufacturer, is looking for a skilled Purchasing Admin Assistant to join their team in Alameda County, CA! Job type: 4–6-month contract (possible extension or conversion)

Pay rate: $24-$27/hr.

Schedule: M-F; 7am-3:30pm (Hours may vary)

Location: Alameda County, CA

Job Summary The Purchasing Administrative Assistant provides administrative and operational support to the Materials Management team by coordinating purchasing activities, maintaining accurate records, tracking orders, communicating with vendors and customers, and supporting process improvements. This role requires a highly organized, detail-oriented individual who can manage multiple priorities, maintain accurate documentation, and support company objectives in a fast-paced environment.

The ideal candidate is a self-starter with strong organizational skills, proficiency in Microsoft Office applications (especially Excel), and the ability to develop and maintain efficient tracking systems and processes.

Key Responsibilities

• Develop and maintain systems, checklists, and processes to effectively track, organize, and complete assigned tasks.
• Maintain accurate records of client accounts, vendor information, and business contacts.
• Track purchase orders, shipments, and deliveries to ensure timely completion.
• Enter order information into accounting and tracking systems.
• Reconcile purchase orders, invoices, packing slips, and related documentation for accuracy.
• Receive incoming packages, sign packing slips, and scan documentation into order tracking systems.
• Match vendor invoices with packing slips and purchase orders.
• Verify vendor pricing and ensure costs align with approved purchase orders.
• Communicate order status, delivery updates, and issues to managers, customers, and internal teams.
• Support direct-shipped customer orders by providing timely status updates.
• Maintain strong vendor relationships and assist with efforts to obtain competitive pricing and service.
• Monitor purchase orders placed by the Purchasing Manager and provide follow-up as needed.
• Assist management by proactively handling administrative details and resolving routine issues.
• Maintain confidentiality of company records, documentation, and sensitive information.

Qualifications

• High school diploma or equivalent required.
• Associate degree in Business, Technology, or related field preferred; Bachelor’s degree a plus.
• Three to five years of administrative experience preferred.
• Previous experience or exposure to purchasing, procurement, order management, or customer service required.
• High school diploma or equivalent required.
• Associate degree in Business, Technology, or related field preferred; Bachelor’s degree a plus.
• Three to five years of administrative experience preferred.
• Previous experience or exposure to purchasing, procurement, order management, or customer service required.

We strongly encourage candidates who have some of the skills to apply. We look forward to a conversation to learn more about you!

INDBH