Support day-to-day purchasing, administrative, and operational coordination activities across sourcing, R&D, and internal departments. This role combines administrative support with purchasing coordination, vendor communication, research, and ERP/PO management to help ensure smooth operations across the business. The ideal candidate is highly detail-oriented, resourceful, organized, and comfortable working with data, systems, and cross-functional teams in a fast-moving manufacturing environment.
Key Responsibilities
Purchasing & PO Coordination
- Create, issue, and manage Purchase Orders (POs) in NetSuite / ERP systems.
- Track and follow up on open purchase requests and POs to ensure timely processing and delivery.
- Coordinate with vendors regarding pricing, lead times, shipment updates, and order confirmations.
- Support purchasing activities across raw materials, office supplies, tools, equipment, R&D materials, and operational needs.
- Assist with resolving PO, invoice, and order discrepancies alongside Finance and Operations teams.
- Maintain organized purchasing records, documentation, and supplier information.
Administrative & Operational Support
- Provide day-to-day administrative support across various departments and leadership team members.
- Manage calendars, schedule meetings, coordinate appointments, and assist with general scheduling needs as required.
- Support inbox management, follow-ups, reminders, and general coordination tasks.
- Conduct online research and vendor sourcing for products, services, and operational needs.
- Create and maintain documents, trackers, spreadsheets, presentations, and internal records.
- Assist with gathering quotes, comparing vendor options, and organizing procurement information.
- Support coordination between internal stakeholders, suppliers, and external partners.
- Handle operational follow-ups, scheduling coordination, and general administrative requests as needed.
- Make calls and communicate with vendors, suppliers, and service providers when required.
- Assist with organizing files, maintaining records, and supporting internal administrative processes.
Systems, Data & Organization
- Maintain clean and accurate purchasing and operational data within NetSuite / ERP systems.
- Ensure data accuracy across POs, pricing, quantities, vendor information, and records.
- Support reporting, data entry, and administrative tracking tasks.
- Help improve internal administrative and purchasing workflows, SOPs, and documentation processes.
- Maintain organized digital files and records across departments.
Cross-Functional Collaboration
Work closely with:
- Operations – purchasing coordination and operational support
- R&D – sourcing requests, materials, and vendor coordination
- Finance – PO tracking, invoice coordination, and documentation
- Leadership Team – administrative support, scheduling, and research requests
- Support cross-functional teams with urgent operational and purchasing needs in a fast-paced environment.
Key Skills & Qualifications
- Experience with NetSuite or ERP systems preferred
- Strong data entry and organizational skills
- Experience handling purchase orders, vendor coordination, or purchasing support preferred
- Prior experience in administrative support, executive assistance, operations coordination, or similar roles preferred
- Strong attention to detail and follow-through
- Highly resourceful with strong problem-solving abilities
- Comfortable working with spreadsheets, documents, calendars, and operational trackers
- Strong written and verbal communication skills
- Ability to manage multiple tasks and priorities simultaneously
- Experience supporting operations, purchasing, admin, or coordination functions is highly preferred
Compensation & Benefits
- Competitive compensation package
- 2 weeks of Paid Time Off (PTO) per year
- Medical coverage reimbursement policy for you and your family, including parents
- Internet reimbursement of up to $35 USD per month
- Company-provided laptop and any additional hardware required for the role
- Fully remote work environment aligned to PST business hours
