Administrative Assistant with Purchasing Responsibilities

Grapevine MSP Technology Services seeks a proactive and organized Administrative Assistant who will also take on purchasing responsibilities. The ideal candidate will support daily office operations while managing the procurement of office supplies, equipment, and other necessary items. This role requires a highly organized individual with excellent multitasking abilities and a solid attention to detail.

Key Responsibilities Administrative Support:

• Provide general administrative support, including answering phones, managing emails, and greeting visitors.
• Schedule meetings and appointments and maintain office calendars.
• Prepare and edit correspondence, reports, and presentations.
• Maintain organized filing systems, both physical and digital.
• Assist in coordinating office events, meetings, and training sessions.

Administrative Support:

• Direct visitors to the appropriate person and office
• Screen, answer, and forward incoming phone calls
• Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g., pens, forms, and brochures)
• Provide basic and accurate information in person and via phone/email
• Receive, sort, and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Arrange travel and accommodations and prepare vouchers
• Keep updated records of office expenses and costs
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.

Purchasing Duties:

• Manage the procurement of office supplies, equipment, and other materials required for the smooth operation of the office.
• Research and identify potential suppliers, obtain quotes and evaluate options to ensure cost-effective purchasing.
• Create and process purchase orders, ensuring accuracy and compliance with company policies.
• Track orders and ensure timely delivery of purchased goods; follow up with suppliers to resolve orders-related issues.
• Maintain accurate records of all purchasing activities, including order details, invoices, and payment records.
• Monitor inventory levels and reorder supplies as needed to prevent shortages.
• Assisting with vendor management and maintaining relationships with key suppliers.

Requirements

• 2-3 years of experience in an administrative support role or proven work experience in a similar role; an associate’s or bachelor’s degree in Business Administration or a related field is preferred. Some experience in purchasing or procurement is also preferred.
• Proficiency in QuickBooks
• Hands-on experience with office equipment (e.g., fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Additional certifications in Office Management are a plus.
• Strong organizational and time management skills.
• Ability to handle multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with purchasing software or ERP systems is a plus.
• Attention to detail and strong problem-solving skills.
• Ability to work independently as well as part of a team.

Benefits

• Competitive Pay
• 401K Plan with matching pay contributions
• Grapevine MSP offers access to low-cost, high-quality healthcare options, "Health, Dental, and Vision."
• Vacation time
• Paid Sick Time
• Performance Bonuses
• Work Anniversary Recognition
• Plenty of training courses are covered if you want to advance further; Grapevine MSP offers Growth and Development Plans with Industry-Specific Training.
• Team Events