Administrative & Purchasing Coordinator

Purpose of the Role

The Administrative & Purchasing Coordinator is responsible for providing administrative, customer-facing, and purchasing support to ensure the efficient operation of the Mooresville facility. This role serves as the first point of contact for visitors, customers, and suppliers while coordinating day-to-day office administration and supporting purchasing activities, including purchase order administration, supplier communications, inventory inquiries, and order follow-up. The position collaborates closely with Operations, Sales, Customer Service, Production, Shipping, and Accounting to maintain effective communication, support operational objectives, and deliver a high level of internal and external customer service.

Role Context

Administrative & Customer Support

• Serve as the primary point of contact for visitors, incoming phone calls, and general inquiries.
• Welcome and assist guests, customers, suppliers, and employees in a professional and courteous manner.
• Direct inquiries to appropriate departments and personnel as needed.
• Provide basic order status, product availability, and general company information or coordinate responses through Customer Service.
• Maintain organized filing systems and company records in accordance with record retention guidelines.
• Perform data entry and ensure the accuracy of information entered into company systems and databases.
• Support day-to-day office operations and administrative activities as assigned.

Purchasing & Supplier Coordination

• Assist in the creation, placement, and maintenance of purchase orders based on MRP requirements and inventory demands.
• Process requisitions for office supplies, production materials, and other business-related purchases.
• Communicate with suppliers regarding order status, delivery schedules, pricing, and product availability.
• Monitor open purchase orders and proactively follow up on late shipments, backorders, and delivery concerns.
• Expedite orders when necessary to support production and customer delivery requirements.
• Maintain accurate purchasing records and ensure timely system updates.
• Work with suppliers to ensure priorities, quality expectations, and delivery commitments are clearly communicated and achieved.

Cross-Functional Support

• Collaborate with Operations, Sales, Customer Service, Production, Shipping, and Accounting to support business objectives.
• Research inventory and stock availability to assist internal teams and customers.
• Communicate delivery delays, supply issues, and purchasing concerns to appropriate stakeholders.
• Identify opportunities to improve administrative and purchasing processes, efficiency, and customer service.
• Perform other duties and special projects as assigned.

Experience, Knowledge and Qualifications

• Associate's degree in Business Administration, Supply Chain, Office Administration, or a related field preferred.
• High school diploma or equivalent required.
• Minimum of 2-4 years of experience in an administrative, purchasing, customer service, or operations support role.
• Experience working in a manufacturing or industrial environment preferred.
• Strong verbal, written, and interpersonal communication skills.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong customer service orientation and professional telephone etiquette.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Experience with ERP/MRP systems preferred.
• Ability to analyze information, solve routine problems, and follow established procedures.
• Working knowledge of purchasing terminology, inventory management concepts, and supplier coordination practices.
• Demonstrated ability to build collaborative relationships with coworkers, customers, and suppliers.
• Ability to maintain confidential information and exercise sound judgment.