About Company:

The Whitaker Group is always looking for talented individuals that are willing to push the boundaries of creativity –– thinkers, strategists, photographers, sales, marketers, and computer savvy designers that are not afraid to challenge the status quo. The culture we cultivate welcomes innovation through creativity and promotes teamwork.

About the Role:

The Buying Admin plays a critical role in supporting the procurement and purchasing functions within an organization by managing administrative tasks that ensure smooth and efficient buying operations. This position is responsible for coordinating purchase orders, maintaining accurate records of transactions, and liaising with suppliers to facilitate timely delivery of goods and services. The Buying Admin works closely with buyers and other departments to track inventory levels, resolve discrepancies, and support budget management. By maintaining organized documentation and providing detailed reports, this role helps optimize purchasing processes and contributes to cost control efforts. Ultimately, the Buying Admin ensures that procurement activities align with company policies and support overall business objectives.

Minimum Qualifications:

• High school diploma or equivalent required; associate degree or higher preferred.
• Proven experience in an administrative or purchasing support role.
• Proficiency with Microsoft Office Suite, especially Excel and Word.
• Strong organizational skills with attention to detail.
• Excellent communication skills, both written and verbal.

Preferred Qualifications:

• Experience with procurement or inventory management software (e.g., SAP, Oracle, or similar).
• Familiarity with basic accounting principles related to purchasing.
• Previous experience in a retail, manufacturing, or distribution environment.
• Ability to analyze data and generate reports to support decision-making.
• Certification in procurement or supply chain management (e.g., CPSM) is a plus.

Responsibilities:

• Process and track purchase orders, ensuring accuracy and timely submission to suppliers.
• Maintain and update procurement records, including contracts, invoices, and delivery schedules.
• Communicate with suppliers to confirm order details, delivery timelines, and resolve any issues.
• Assist buyers in monitoring inventory levels and coordinating replenishment activities.
• Prepare reports on purchasing activities, expenditures, and supplier performance for management review.
• Support compliance with company procurement policies and procedures.
• Collaborate with finance and accounting teams to reconcile purchase orders and invoices.

Skills:

The Buying Admin utilizes strong organizational and communication skills daily to coordinate between suppliers, buyers, and internal teams, ensuring that purchasing processes run smoothly. Proficiency in Microsoft Office allows for efficient management of purchase orders, data entry, and report generation, which are essential for tracking procurement activities. Attention to detail is critical when reviewing purchase documents and reconciling invoices to prevent errors and discrepancies. Familiarity with procurement software enhances the ability to manage inventory data and streamline ordering processes. Analytical skills support the evaluation of supplier performance and purchasing trends, enabling the Buying Admin to contribute valuable insights to improve operational efficiency.