Administrative Assistant – Purchasing at Control Devices · Agoura…

Position Summary

The Administrative Assistant – Purchasing supports BendPak's Purchasing department with purchasing administration and general office work. The role enters purchase orders prepared by buyers, keeps purchasing records and vendor information current, follows up with vendors on open orders, and handles the department's office tasks.

Local Candidates Preferred: This position requires regular, on-site attendance in Agoura Hills, CA. Candidates must currently reside within a reasonable commuting distance of the worksite (approximately 45 minutes or less under typical traffic conditions). Relocation is not being offered for this position.

Scope and Decision Authority

The Administrative Assistant reports to the Supply Chain Manager. Performance targets and decision-making authority are defined in the Role Charter for this position. The Administrative Assistant does not issue or approve purchase orders independently, select suppliers, or make replenishment decisions; those belong to the buyers, the Purchasing Coordinator, and the Supply Chain Manager.

Key Responsibilities

Purchasing Administration

• Enter purchase orders prepared by buyers into system accurately and completely.
• Maintain purchasing records, files, and vendor information, including contacts, pricing on file, and lead times, under the direction of the buyers.
• Follow up with vendors on open-order status and delivery dates, and report delays to the responsible buyer.
• Collect and file receiving paperwork, packing lists, and shipment documents.
• Gather information for buyers to resolve discrepancies identified by Accounting.
• Prepare routine purchasing reports from system and Excel.

General Office Support

• Answer and route the department's phone calls and email.
• Schedule meetings, maintain calendars, and take notes when requested.
• Order and track office and department supplies.
• Organize department files and shared drives.

Measures of Success

The Administrative Assistant is measured by:

• Accuracy of purchase orders entered.
• Timeliness of vendor follow-ups and record updates.
• Accuracy of vendor information and purchasing files.

Specific annual targets are defined in the Role Charter for this position.

Qualifications and Experience

Required:

• High school diploma or equivalent.
• 1+ year of office, administrative, or customer service experience.
• Excel skills, including data entry, sorting, filtering, and basic formulas.
• Accurate data entry and close attention to detail.
• Comfort working with numbers, prices, and quantities.
• Clear written and spoken communication, including follow-up by phone and email.
• Ability to work on-site.

Preferred:

• Experience with an ERP system; Infor preferred.
• Coursework in business, supply chain, or accounting.
• Experience in a purchasing, warehouse, or distribution environment.

Work Environment and Physical Requirements:

This position operates primarily in a professional office environment and routinely uses computers, telephones, Infor, Microsoft Excel, and standard office equipment. The work involves frequent interruptions. The position may require time in the BendPak warehouse, where personal protective equipment is required and workplace hazards may be present. The position requires the ability to sit for extended periods, talk, hear, and use repetitive hand motions, and to move, reach, and bend throughout the day. The position may require lifting or moving items of up to 20 pounds. Employees must be able to complete required product training, which may include hands-on training. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Travel:

This position does not require travel.

Confidentiality:

The Administrative Assistant – Purchasing will have access to confidential company, customer, employee, financial, pricing, and business information and is expected to protect that information in accordance with BendPak policies and applicable requirements.