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Purchasing / Office Assistant

Purchasing / Office Assistant

PHLEX Formulations and PackagingPhoenix, AZ, US
11 days ago
Job type
  • Full-time
Job description

Job Description

Job Description

Scope of Position :

The Purchasing / Office Assistant is a dual-role position. This is a key role that supports both the purchasing operations and front-office activities of the organization. The Purchasing / Office Assistant will split their responsibilities between assisting with purchasing, inventory management, and vendor relations while also managing reception duties, ensuring a smooth and professional front-of-house experience. This dual role requires an individual who can efficiently prioritize tasks, communicate effectively, and maintain attention to detail across various functions.

Principal Responsibilities :

Purchasing Assistant Duties :

  • Assist with purchasing activities including sourcing and procuring supplies, equipment, and services.
  • Maintain vendor relationships and ensure timely delivery of products.
  • Process purchase orders and track deliveries, ensuring accuracy and adherence to budgets.
  • Maintain accurate records of inventory levels and assist in stock management.
  • Work with internal departments to understand product / service needs and ensure procurement meets operational requirements.
  • Prepare reports on purchasing activities, costs, and supplier performance.
  • Assist with invoice processing and coordinate with accounts payable for timely payment.

Office Assistant Duties :

  • Greet and direct visitors, clients, and vendors in a professional and welcoming manner.
  • Answer, screen, and direct incoming phone calls.
  • Manage incoming and outgoing mail and packages.
  • Maintain the front office area in a neat and professional manner.
  • Schedule and coordinate meetings, appointments, and conference room bookings.
  • Provide general administrative support as needed, such as filing, copying, and data entry.
  • Ensure that office supplies are well-stocked and reorder as necessary.
  • Handle basic inquiries about the company, its services, and personnel.

    • Competencies :

  • Experience as a receptionist, purchasing or office assistant, or similar role, preferably in a corporate or office setting.
  • Excellent interpersonal and communication skills, with a friendly and professional demeanor.
  • Strong organizational and multitasking abilities, with attention to detail and accuracy.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
  • Positive attitude, proactive approach, and willingness to learn and adapt in a fast-paced environment.
  • Ability to work independently with minimal supervision and as part of a team.

    • Work Environment :

    This job operates in a professional office environment with a manufacturing facility. This role routinely uses standard office equipment such as laptops, photocopiers, and smartphones.

    Physical Demands :

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

    Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have close visual acuity to perform an activity such as : preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Must have the ability to lift and carry small parcels, packages and other items and to walk short distances.

    Position Type / Expected Hours of Work : This is a full-time position. Days and hours of work are Monday through Friday 7 : 30 / 8 : 00 am to 4 : 30 pm.

    Travel :

    There is no travel required within this position.

    Education and Experience :

  • High School Diploma or GED required.
  • Experience in a purchasing role a plus but not required.
  • Prior experience in the nutraceutical or pharmaceutical industry is a plus but not required.

    • EEO Statement :

    Phlex Formulations & Packaging LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

    Other Duties :

    Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.