Procurement and Administration Assistant

Position summary

The Procurement & Administration Assistant supports purchasing, receiving and account reconciliation for frames and inventory across Ocala Eye's offices. This is the second position on the procurement team, working alongside the Procurement & Administration Specialist and sharing the same set of duties.

Department

Optical

Reports to

Director of Sales

Works under the guidance of

Procurement & Administration Specialist

Location

Heath Brook Admin

Status

Full Time

Working relationship. This role reports to the Director of Sales. The Procurement & Administration Specialist doesn't supervise this position, but sets the standard for how procurement work gets done. The Assistant is expected to follow the Specialist's processes, lead and direction on day-to-day tasks, and to bring questions about process to the Specialist first.

These duties are shared with the Procurement & Administration Specialist. How they're divided day to day is set by the Specialist and the Director of Sales.

Ordering and receiving

• Place orders for frames and other inventory following established purchasing procedures.
• Receive shipments, check contents against packing slips and purchase orders, and record receipt in Optical and Aesthetics point of sale systems
• Flag shortages, damaged goods and incorrect shipments, and follow up with vendors until resolved.

Reconciliation and daily balancing

• Balance daily work and resolve discrepancies before close of business.
• Match vendor statements and invoices against what was ordered and received before they're approved for payment.
• Research and resolve billing errors, credits and price discrepancies with vendors.

Returns, refunds, warranty and discontinued product

• Process returns to vendors and track credits and refunds through to completion.
• Handle warranty claims for frames and related product on behalf of all offices.
• Manage discontinued product: identify it, coordinate returns or pull-backs from offices, and update records.

Staff support

• Serve as a resource for office staff on how to correctly document and place orders.
• Answer staff questions about order status, returns and warranty claims.
• Point out recurring documentation or ordering errors to the Specialist so processes can be corrected.

Other

• Cover the Specialist's responsibilities during absences, following the Specialist's established procedures.
• Other related duties as assigned.

Required

• High school diploma or equivalent.
• Strong attention to detail and comfort working with numbers.
• Working knowledge of Microsoft Excel and email.
• Ability to follow established procedures and take direction from a lead.

Preferred

• Experience in purchasing, receiving, accounts payable, inventory or a similar administrative role.

Skills and traits

• Organized and able to track many open items (orders, returns, claims) at once.
• Clear, patient communicator with staff and vendors.
• Follows through on discrepancies until they're resolved.
• Handles confidential financial information with discretion.

Physical requirements

• Able to lift and carry boxes up to 25 pounds when receiving shipments.
• Extended periods of computer work.