Robert Half is hiring an Administrative Assistant to support the purchasing and operations teams of an established agricultural and distribution business in Fallbrook! This is an excellent opportunity for someone who enjoys detail-oriented work, coordinating information across departments, and helping ensure orders and inventory records stay accurate. This role goes beyond traditional reception duties. You'll assist with purchase orders, supplier communication, data entry, and operational documentation while working closely with purchasing, warehouse, and accounting personnel. The ideal candidate is dependable, comfortable working with spreadsheets, and able to keep multiple requests organized throughout the day.
Responsibilities Include:
- Enter and update purchase orders, supplier details, and order information.
- Track order confirmations, expected delivery dates, and outstanding shipments.
- Communicate with vendors regarding order status, pricing, and missing documentation.
- Maintain accurate inventory spreadsheets and purchasing records.
- Review documents for missing information, incorrect quantities, and data-entry errors.
- Assist with receiving paperwork and reconcile records against purchase orders.
- Route invoices and supporting documents to the accounting department.
- Update internal databases and maintain organized digital files.
- Prepare routine reports related to purchasing, inventory, and operational activity.
- Coordinate information between purchasing, warehouse, sales, and accounting teams.
- Answer incoming calls and respond to general vendor or customer inquiries.
- Assist with office supply orders, mail, filing, and other administrative needs.
- Follow up on outstanding requests to ensure orders and records are updated promptly.
- 1–3 years of administrative, data-entry, purchasing support, or office coordination experience.
- Proficiency in Excel, Outlook, and general office applications.
- Strong attention to detail when entering quantities, prices, and order information.
- Ability to manage multiple tasks and meet deadlines.
- Professional communication skills and comfort working with vendors.
- Experience with inventory systems, purchase orders, agriculture, or distribution is a plus.