Administrator, Procurement

Procurement Administrator

SUMMARY

The Procurement Administrator provides clerical support to DSSA Inc.’s procurement team, helping ensure smooth day-to-day purchasing operations. This role involves the maintenance of accurate records, assisting with vendor communications, supporting procurement processes, and helping track cost and order information. This position reports to the Procurement Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform routine administrative tasks, including data entry, filing, document organization, and updating purchasing records.
• Maintain and support the creation of vendor records, work instructions, process documents, process flows, and other procurement-related forms.
• Communicate with suppliers regarding orders, delivery status, and discrepancies.
• Collaborate with internal departments to collect necessary information and support timely procurement processing.
• Assist with quote requests, gather price information, and prepare basic cost-comparison summaries.
• Prepare scheduled and basic ad-hoc reports under management direction.
• Assist in verifying invoices and purchase records and support internal audits or compliance checks to ensure accuracy and proper documentation.
• Perform other administrative support duties as assigned.

EDUCATION and/or EXPERIENCE

• Bachelor’s degree in Business Administration, Supply Chain, Finance, or a related field, or equivalent practical experience.
• A minimum of 3 years of procurement experience in a manufacturing environment is preferred.
• Practical knowledge of supply chain processes, including logistics, production planning, demand, and replenishment, is preferred.
• Basic knowledge of ERP systems (Syspro preferred; SAP, Oracle, or equivalent acceptable) and a basic understanding of cost tracking, vendor communication, and purchasing operations.
• Proficiency in Microsoft Outlook, Excel, PowerPoint, and Word, with strong skills in spreadsheets and presentations. Accompanied by strong communication abilities, including interpersonal, presentation, and written communication skills.
• Ability to manage priorities, meet tight deadlines, and perform administrative and reporting tasks with accuracy in analytical work.
• Attention to detail, organizational skills, and the ability to manage multiple tasks are essential.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

The individual in this position must be able to understand all policies, procedures, instructions, rules, and regulations (including all safety training and safety information) associated with this position, which are written in English. In addition, the individual must be able to appropriately respond to these and, where needed, provide reports, presentations, information, and communications in English. This job requires good time management practices, attention to detail, and the ability to problem-solve and work effectively with all levels of employees and management in a team-oriented environment. Must be able to work flexible hours, travel when necessary, and be available for overtime when required.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and manufacturing instructions, procedure manuals, drawings, and governmental regulations. Ability to write procedures, routine reports, and correspondence. Ability to speak effectively before groups of customers or employees and effectively engage with representatives of regulatory agencies.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a wide variety of technical instructions in written and diagram form and deal with several abstract and concrete variables. Must be able to understand and apply DSSA, Inc. documentation, including SOP, MI, PS, PMP, MSP, etc.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to lighting and temperature as required for the office and manufacturing areas. Appropriate safety equipment is required in the area. There is potential exposure to hazardous chemicals. A considerable amount of moving from department to department may occur in unfavorable weather conditions. The employee is exposed to the inherent dangers of the explosive materials used in DSSA, Inc. manufacturing processes.

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.

While performing the duties of this job, the employee is regularly required to move throughout the facility, traverse within production areas, communicate with others, and detect or exchange information or ideas. The employee occasionally is required to perform functions that require the manual operation of both general office productivity and test equipment, as well as the ability to place, reach, detect, ascend/descend, and position oneself to navigate within confined working spaces. The employee is frequently required to remain in a stationary position. The employee must occasionally move or transport up to 25 pounds. Specific vision abilities required by this job include close inspection, identification of objects from a distance, color determination, peripheral detection, depth judgment, and the ability to identify details in varying conditions.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.