Office Manager/Purchasing Coordinator

The Office Manager/Purchasing Coordinator is responsible for overseeing daily office operations, supporting administrative functions, and managing purchasing activities to ensure the organization maintains efficient operations, adequate inventory levels, and cost-effective vendor relationships. This role requires strong organizational, communication, and problem-solving skills with a focus on operational excellence and procurement efficiency.

Key Responsibilities

Office Management

• Manage the daily operations of the office to ensure an organized, efficient, and professional work environment.
• Coordinate office administrative activities and provide support to management and staff.
• Maintain office policies, procedures, and administrative systems.
• Oversee office supplies, equipment, and facility maintenance needs.
• Coordinate with building management and service providers regarding facility-related issues.
• Manage incoming and outgoing mail, deliveries, and company communications.
• Maintain office records, documentation, and filing systems.
• Assist with onboarding activities for new employees, including workspace preparation and supply coordination.

Purchasing & Procurement

• Procure office supplies, equipment, materials, and services in accordance with company policies and budget requirements.
• Obtain and evaluate vendor quotes to secure competitive pricing
• Create and process purchase orders and maintain accurate purchasing records.
• Monitor inventory levels and coordinate replenishment to prevent shortages and operational disruptions.
• Develop and maintain relationships with suppliers and vendors.
• Track order status and ensure timely delivery of purchased goods and services.
• Resolve vendor discrepancies, invoice issues, and delivery concerns.
• Review purchasing activities to identify cost-saving opportunities and process improvements.
• Maintain approved vendor lists and ensure compliance with company purchasing standards.