Procurement & Administration Assistant
Position summary
The Procurement & Administration Assistant supports purchasing, receiving and account reconciliation for frames and inventory across Ocala Eye's offices. This is the second position on the procurement team, working alongside the Procurement & Administration Specialist and sharing the same set of duties.
Department
Optical
Reports to
Director of Sales
Works under the guidance of
Procurement & Administration Specialist
Location
Heath Brook Admin
Status
Full Time
Working relationship. This role reports to the Director of Sales. The Procurement & Administration Specialist doesn't supervise this position, but sets the standard for how procurement work gets done. The Assistant is expected to follow the Specialist's processes, lead and direction on day-to-day tasks, and to bring questions about process to the Specialist first.
Essential duties and responsibilities
These duties are shared with the Procurement & Administration Specialist. How they're divided day to day is set by the Specialist and the Director of Sales.
Ordering and receiving
- Place orders for frames and other inventory following established purchasing procedures.
- Receive shipments, check contents against packing slips and purchase orders, and record receipt in Optical and Aesthetics point of sale systems
- Flag shortages, damaged goods and incorrect shipments, and follow up with vendors until resolved.
Reconciliation and daily balancing
- Balance daily work and resolve discrepancies before close of business.
- Match vendor statements and invoices against what was ordered and received before they're approved for payment.
- Research and resolve billing errors, credits and price discrepancies with vendors.
Returns, refunds, warranty and discontinued product
- Process returns to vendors and track credits and refunds through to completion.
- Handle warranty claims for frames and related product on behalf of all offices.
- Manage discontinued product: identify it, coordinate returns or pull-backs from offices, and update records.
Staff support
- Serve as a resource for office staff on how to correctly document and place orders.
- Answer staff questions about order status, returns and warranty claims.
- Point out recurring documentation or ordering errors to the Specialist so processes can be corrected.
Other
- Cover the Specialist's responsibilities during absences, following the Specialist's established procedures.
- Other related duties as assigned.
Qualifications
Required
- High school diploma or equivalent.
- Strong attention to detail and comfort working with numbers.
- Working knowledge of Microsoft Excel and email.
- Ability to follow established procedures and take direction from a lead.
Preferred
- Experience in purchasing, receiving, accounts payable, inventory or a similar administrative role.
Skills and traits
- Organized and able to track many open items (orders, returns, claims) at once.
- Clear, patient communicator with staff and vendors.
- Follows through on discrepancies until they're resolved.
- Handles confidential financial information with discretion.
Physical requirements
- Able to lift and carry boxes up to 25 pounds when receiving shipments.
- Extended periods of computer work.