Administrative Assistant - Purchasing Department

A leading global designer and manufacturer of high-speed industrial packaging machinery in Bay Shore, NY is seeking a proactive, detail-oriented Administrative Assistant (Purchasing Department) for an immediate 3–6 month contract assignment with potential for permanent hire. Working directly alongside the Senior Buyer and Materials Manager in a fast-paced production environment, you will play a critical operational role tracking open purchase orders, proactively following up with suppliers, and expediting component deliveries to prevent manufacturing downtime. The ideal candidate offers 1–3+ years of administrative or materials-coordination experience within a manufacturing setting and solid proficiency in Microsoft Excel. Hands-on exposure to ERP/MRP platforms (such as SyteLine, SAP, or Epicor) is a plus. If you are an organized, persistent communicator who excels at vendor management and data accuracy, this full-time day shift (Monday–Friday, 8:00 AM – 5:00 PM) offers a collaborative team atmosphere and an excellent opportunity to expand your supply chain career.

salary: $24 - $28 per hour shift: First work hours: 8 AM - 5 PM education: High School

Responsibilities

• Purchase Order Tracking & Expediting: Monitor open purchase orders daily across direct materials, machined parts, and aftermarket components to identify past-due, approaching-due, or at-risk deliveries.
• Vendor Follow-Up: Proactively contact suppliers via email and phone to confirm receipt of orders, obtain firm ship dates, track transit statuses, and confirm expected on-dock delivery dates.
• ERP Data Maintenance: Accurately update purchase order promise dates, transit tracking details, and notes within the ERP system (Infor CloudSuite Industrial / SyteLine).
• Reporting & Expedite Lists: Generate and manage weekly vendor expedite logs, shortage lists, and delivery tracking sheets using Microsoft Excel.
• Shortage Escalation: Identify and promptly escalate critical supplier bottlenecks, material shortages, or extended lead times to the Buyers and Materials Manager to prevent manufacturing line downtime.
• Request for Quotes (RFQs): Assist purchasing team members by requesting routine quotes from established suppliers for raw materials, standard hardware, consumables, and outside services as needed.
• Cross-Department Collaboration: Coordinate with Production, Inventory/Warehouse, and Engineering teams to verify part requirements and receipt priorities.

Skills

• Purchase Orders
• Reporting
• Microsoft Excel
• Data Entry
• Vendor Relations
• Customer Service
• Phones
• Emails
• Tracking Shipments
• ERP
• RFQs
• Oral Communication
• Handling Confidential Information
• Problem Solving
• Working Independently
• Administrative Duties
• Answering Phones
• Purchasing/Procurement
• Vendor Management

Qualifications

• Years of experience: 2 years
• Experience level: Experienced

Randstad is a world leader in matching great people with great companies. Our experienced agents will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temporary-to-permanent or permanent opportunities, no one works harder for you than Randstad.

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com.

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.