Purchasing Assistant

JOB SUMMARY

The Purchasing Assistant will support the efficient operation of Bandit Lites by performing a variety of administrative and logistical tasks within the Purchasing and Integration Business Services department. This individual will play a key role in managing expendable orders, travel arrangements, vendor setup, and dispute resolution. Additionally, they will provide backup support to the administrative assistant during lunch breaks and absences to ensure front office coverage.

JOB RESPONSIBILITIES AND REQUIREMENTS

Essential Duties and Responsibilities include the following. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned.

• Understand, abide and instill the philosophy, policies and procedures of Bandit Lites, Inc
• Manage Expendable Work Orders, ensuring accuracy, timely submission, and coordination with relevant departments.
• Process and track Inventory Purchase Orders to support internal inventory needs.
• Handle credit card entry and reconciliation for both WEX and Center systems.
• Assist with travel arrangements during standard business hours, including booking hotels, flights, and rental cars.
• Manage corporate hotel and airline accounts, ensuring efficient usage and cost-effectiveness.
• Address travel changes and disputes, coordinating with vendors and employees to resolve issues promptly.
• Organize and manage receipts in Center, ensuring accurate expense documentation.
• Resolve freight and other logistical disputes, including reviewing and auditing invoices and coordinating with third parties as needed.
• Organize and maintain Job Site Safety Information, including the collection, filing, and accessibility of safety documentation.
• Serve as backup to phones and door access control during lunch breaks and when the Administrative Assistant is unavailable.
• Collaborate closely with the Integration Business Services team, assisting with assigned tasks and stepping in where needed to support cross-functional processes.
• Act as a departmental backup, taking on responsibilities of other Integration Business Services team members during periods of absence, PTO, or increased workload.

Requirements and Expectations

• Proven experience in an administrative or office management role.
• Experience with accounting or expense management platforms (e.g., Center, WEX).
• Familiarity with corporate travel coordination and vendor relations.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment (printers, phones, etc.).
• Experience with communication systems, including multi-line phones and remote access systems.
• Ability to handle sensitive information with confidentiality.
• Customer service oriented with a professional demeanor and the ability to address inquiries in a courteous, efficient manner.
• Willingness to support other departments and adapt to shifting priorities as needed.

Preferred Skills

Strong attention to detail and problem-solving skills, possess strong work ethic; both reliable and punctual, the ability to work independently and prioritize tasks effectively, Excellent communication skills, both verbal and written, Flexibility to adjust to changing priorities and emergencies, excellent time management skills and the ability to multi-task, physical stamina and ability to perform role requirements.

QUALIFICATIONS

Education: Highschool diploma or greater

Experience: 3–5+ years of administrative, purchasing, or business operations experience preferred.