Administrative Assistant with Purchasing Responsibilities

at  Grapevine MSP Technology Services

Grapevine MSP Technology Services seeks a proactive and organized Administrative Assistant who will also take on purchasing responsibilities. The ideal candidate will support daily office operations while managing the procurement of office supplies, equipment, and other necessary items. This role requires a highly organized individual with excellent multitasking abilities and a solid attention to detail.

REQUIREMENTS

• 2-3 years of experience in an administrative support role or proven work experience in a similar role; an associate’s or bachelor’s degree in Business Administration or a related field is preferred. Some experience in purchasing or procurement is also preferred.
• Proficiency in QuickBooks
• Hands-on experience with office equipment (e.g., fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Additional certifications in Office Management are a plus.
• Strong organizational and time management skills.
• Ability to handle multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with purchasing software or ERP systems is a plus.
• Attention to detail and strong problem-solving skills.
• Ability to work independently as well as part of a team.

KEY RESPONSIBILITIES ADMINISTRATIVE SUPPORT:

• Provide general administrative support, including answering phones, managing emails, and greeting visitors.
• Schedule meetings and appointments and maintain office calendars.
• Prepare and edit correspondence, reports, and presentations.
• Maintain organized filing systems, both physical and digital.
• Assist in coordinating office events, meetings, and training sessions.

PURCHASING DUTIES:

• Manage the procurement of office supplies, equipment, and other materials required for the smooth operation of the office.
• Research and identify potential suppliers, obtain quotes and evaluate options to ensure cost-effective purchasing.
• Create and process purchase orders, ensuring accuracy and compliance with company policies.
• Track orders and ensure timely delivery of purchased goods; follow up with suppliers to resolve orders-related issues.
• Maintain accurate records of all purchasing activities, including order details, invoices, and payment records.
• Monitor inventory levels and reorder supplies as needed to prevent shortages.
• Assisting with vendor management and maintaining relationships with key suppliers.