Purchasing Administrative Assistant 4
Phifer Incorporated is a leader in the insect screen, solar control fabrics, drawn wire, engineered products and designed fabrics industries. Founded in 1952, Phifer Inc. is a family owned business established on providing a safe work environment, quality products and outstanding service. Manufacturing and corporate offices are located in our state-of-the-art facilities in Tuscaloosa, Alabama U.S.A. with warehousing/offices in California, Italy, India, and Asia. Phifer exports all products worldwide. Phifer Incorporated is ISO registered and is an equal opportunity employer.
This position is 8-5 pm, Full-time, $22.44 Hourly Pay in addition to potential for Performance Pay.
MINIMUM JOB SPECIFICATION REQUIREMENTS:
1. High School Diploma or General Equivalency Degree (G.E.D).
2. Assessed on the TABE in reading and mathematics at an 8th grade equivalency or Higher on the Test of Adult
Basic Education & Development (CED) program or have an appropriate WorkKeys score based on the job profile.
3. Net typing requirement of 35 words per minute.
4. Must score 70% or higher at the Basic level on Microsoft 2016 versions of Word, Outlook and Excel in the AMSAT
testing system
ACCEPTABLE TRAINING AND EXPERIENCE:
Two years’ business experience in an administrative assistant role. SAP experience is preferred.
ESSENTIAL FUNCTIONS:
1. Will follow-up on expediters daily (Expediters will print daily from SAP. Admin will contact Internal and External customers to get current status on orders past due or critical.) Will also update ME22N with new date wanted and scan the expediter into DOCS and communicate the delivery date information to the end user if applicable.
2. Will work-up requisitions within 48 hours of receipt by finding the Seven-Digit SAP material number. This could require creating a new material master on new materials and working with the end-user on their requirements. Will also obtain pricing, availability, ship mode, etc from Suppliers as directed by the buyer and advise requestors of call-ins on the delivery date.
3. Will promptly check supplier acknowledgements to insure that price, delivery dates, part numbers, purchase order numbers, etc. match the open purchase orders in SAP. Will also report to the buyer any discrepancies that are found and if approved by buyer change the PO and INFO records in SAP.
4. Will enter quotes into SAP as directed by the buyer, review quotes daily and follow-up with vendors that have not responded by date wanted keeping the Buyer advised of Quote status.
5. Will screen and edit the buyer’s printed purchase orders against the requisitions, checking pick-up information if an order is designated as a “Phifer pick-up”. Will also fax and scan order into SAP when signed.
6. Will scan all daily work (purchase orders, correspondence and packing lists, RFQ’s etc.) daily and scan them into SAP to the appropriate PO number.
7. Will maintain our MRP Requisition system and save for buyer approval.
8. Will prepare various monthly, weekly, and daily reports and distribute based on established procedures.
9. Will maintain the MB26 SAP transaction and get a delivery date to forward as established.
10. Will run, decide research, process, create, enter, analyze, reconcile, set-up, notify, log, e-mail, monitor, update, prepare, and process as established the Weekly Supply Room Reports, Invoices, Blanket Purchase Orders, Returned/Repaired Materials, Material Master Receipts and Usage, PO’s, Master Card Statements, Material Shipping out for Backing/Tentering, Contractor Rent-A-Guy Invoices, Dues-membership, Subscriptions.
11. Will assist the Buyer/Purchasing Coordinator and Buyer with the PO’s, invoices, wire transfer documents and freight forwarders documents for Shaw of Australia.
12. Will assist the Buyer/Purchasing Coordinator and Buyer with the PO’s, invoices, for all subcontractors to include the creation of the PO, coordinating the shipment and the delivery with our transportation department.
13. Will assist the Buyer/Purchasing Coordinator and Buyer with the PO’s, invoices for all of the external contractors.
14. Will meet attendance requirements of regular and predictable attendance.
Phifer offers competitive wages and a comprehensive benefit packet, plus a great work environment.
Phifer Incorporated provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.