Warehouse (Distribution) Administrative Assistant

Job Title: Warehouse (Distribution) Administrative Assistant
Location: San Antonio, TX, 78251 (On-site)
Employment Type: Full-Time
Work Schedule: 7:00 AM – 3:30 PM
 

Position Overview

The Warehouse (Distribution) Administrative Assistant provides administrative, purchasing, and coordination support for warehouse and plant operations. This role plays a key part in procurement activities, inventory coordination, and vendor communication while supporting overall operational efficiency. The position reports to the Purchasing Manager and collaborates closely with Warehouse Operations, Inventory Control, Accounts Payable, Quality Assurance, and external vendors.

Qualifications & Experience

• 1–2 years of experience in an administrative, purchasing, warehouse, or distribution support role

• Strong organizational, written, and verbal communication skills

• Ability to manage multiple priorities in a fast-paced environment

• Proficiency in Microsoft Office (Word, Excel, Outlook)

• Experience with ERP or ordering systems required

• NetSuite experience preferred but not required

• Working knowledge of Accounts Payable and invoicing processes

Key Responsibilities

• Create and issue purchase orders for warehouse, plant, office, and breakroom supplies

• Follow up with vendors to obtain order confirmations, COAs, packing lists, and Bills of Lading

• Coordinate and schedule raw material transfers with third-party logistics (3PL) providers

• Partner with Accounts Payable to ensure invoice and receipt accuracy and resolve discrepancies

• Coordinate returns and credits with vendors, Quality Assurance, and Accounting

• Collaborate with Inventory Control and Receiving teams to support daily material needs

• Maintain and update purchase orders, receipts, schedules, and reports in NetSuite

• Perform additional administrative and operational duties as assigned