Job Summary/Objective: The Purchasing Administrative Assistant will support the purchasing and inventory management functions by handling administrative tasks related to purchasing, inventory control, job fabrication, and data entry into the ERP system. This role requires excellent attention to detail, strong organizational skills, and proficiency in data management.

Essential Functions – Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Placing Jobs into Fabrication: Enter jobs into the fabrication (fab) system, ensuring accurate specifications and timelines are communicated between departments.
  2. Inventory Management: Mass issue inventory parts upon project completion and perform inventory adjustment. Ensure accurate tracking and reporting of materials used.
  3. ERP Data Entry: Enter parts and pricing information into the ERP program, maintaining accuracy and updating records as necessary.
  4. Supplier Interaction: Communicate with suppliers regarding order status, delivery schedules, and pricing inquiries to support manufacturing and inventory needs.
  5. Inventory Reporting: Assist in generating inventory reports to monitor stock levels and ensure material availability for upcoming projects.
  6. Purchasing: Provide administrative support to the purchasing team, including issuing POs, follow-up on orders placed, preparing reports, and managing communications between shop floor, vendors, and other internal departments.
  7. Audit and Reconcile Orders: Review received orders for accuracy and resolve any discrepancies in invoices or delivered quantities with suppliers or internal teams, including coordinating with receiving team to verify shipments match the purchase orders in terms of quantity and specifications.
  8. Process Improvement: Identify opportunities for process improvements within purchasing and inventory management, and assist in implementing best practices where possible.

Competencies

1. Strong alignment with CHUTES’ values.
2. Strong organizational skills with the ability to multitask and prioritize effectively.
3. Excellent written and verbal communication skills.
4. High attention to detail.
5. Reliable with good attendance.
6. Positive attitude and ability to work well in a team environment. .
7. A sense of urgency and a proactive approach to responsibilities.
8. Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Strategic thinking

Position Type/Expected Hours of Work: The employee must be available to work 40 hours weekly, with a minimum of 38 hours per week to maintain full-time status. Some flexibility in hours is allowed, but the employee must be available during the “core” work hours of 9:00 a.m. to 3:00 p.m for an 8 hours day. Occasional evening and weekend work may be required as job duties demand (unlikely).

Travel: No travel is expected for this position, except for occasional training opportunities.

Required Education & Experience

  • Proficient in Microsoft Word, Excel and Outlook
  • A minimum of 2 years of purchasing/administrative experience.

Preferred Education, Experience and Skills

  • Prior experience in a manufacturing environment is preferred.
  • Experience with ERP systems is highly desired.

Other Duties – This job description is not designed to cover or contain a comprehensive list of all activities, duties, or responsibilities required of the employee. Duties, responsibilities and activities may change at any time, with or without notice.

Pay: $21.00 – $25.00 per hour

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance

Schedule:

  • 8 hour shift
  • Monday to Friday
  • No nights
  • No weekends

Travel requirement:

  • Travel

Ability to Relocate:

  • Waldorf, MD: Relocate before starting work (Required)

Work Location: In person

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