Job Title: Purchasing Administrative AssistantJob Description
The Purchasing Administrative Assistant supports purchasing activities across multiple projects by coordinating supplier onboarding, managing purchase orders, and ensuring timely delivery of goods and services. This role serves as a key partner to internal stakeholders and buyers, helping them navigate purchasing policies and procedures while maintaining accurate data, resolving issues with suppliers, and driving continuous improvement in the procurement process.
Responsibilities
Collect and track projects with purchasing needs, ensuring all requirements are clearly documented and up to date.
Support internal business partners in navigating purchasing policies, procedures, and tools to make the purchasing process easier and more efficient.
Coordinate new supplier onboarding requests, including submitting requests in Jira and monitoring them through to completion.
Submit advance payment requests and follow up with relevant parties, including internal stakeholders, Finance, and suppliers, to ensure timely processing.
Track on-time delivery of purchases from vendors, working closely with suppliers to meet agreed deadlines.
Own cost, timing, and purchasing strategy for assigned activities, ensuring decisions support business needs and overall project goals.
Collect detailed purchasing requirements and issue Requests for Information, Quotations, or similar documents as appropriate.
Work closely with buyers to review and negotiate supplier proposals and manage the execution of supplier agreements.
Follow up with suppliers regarding purchase order deliveries, expediting orders when required, and coordinating with Logistics to support on-time receipt.
Maintain accurate order management data by updating delivery dates, pricing, and other key information in the appropriate systems.
Collaborate proactively with internal stakeholders and Planners to ensure supplier delivery dates align with key production and project milestones.
Resolve inward goods non-conformances, such as under-supply or incorrect parts shipped, to enable timely receipting of purchase orders.
Coordinate with internal and external partners on returns, refunds, and replacements for non-conforming deliveries.
Resolve overdue invoices and related issues to support timely payment in line with agreed supplier payment terms.
Maintain buying master data, including pricing, lead times, and ordering parameters, ensuring information is current and accurate.
Identify and bring forward improvement opportunities to enhance efficiency and effectiveness in purchasing processes and tools.
Keep the work area clean and organized while maintaining accountability for tools and equipment.
Follow all applicable health and safety legislation as well as company policies and procedures.
Work collaboratively and effectively with all staff to support overall company goals.
Perform other purchasing and administrative duties as assigned or approved by the manager.
Essential Skills
2 to 3 years of experience in administrative support, including general purchasing experience.
Proven knowledge of purchasing processes and procurement workflows.
Hands-on experience with purchasing supplies and managing purchase orders.
Proficiency in data entry with strong attention to detail and accuracy.
Experience using Microsoft Office, including Microsoft Excel, for tracking and reporting.
Familiarity with ordering tools or systems used to place and manage orders.
Experience with inventory, order entry, and basic supply chain processes.
Strong organizational skills with the ability to prioritize tasks effectively and efficiently.
Demonstrated problem-solving mindset with the ability to resolve issues independently and collaboratively.
Excellent verbal and written communication skills for interacting with suppliers and internal stakeholders.
Ability to work under moderate supervision while managing multiple tasks and deadlines.
Team-oriented approach with the ability to work in a fast-paced environment and meet multiple deadlines.
Experience providing administrative support, including filing and record management.
Additional Skills & Qualifications
1+ years of related experience as an Administrator, Coordinator, Engineer, or in a similar role.
Proficiency in MRP (Material Requirements Planning) systems.
Proven ability to source, onboard, and negotiate pricing with suppliers.
Experience working within procurement, supply chain, or purchasing functions.
Prior experience in aerospace, EV automotive, or other disruptive manufacturing industries.
Experience working in a rapid growth environment with evolving processes and priorities.
Work Environment
The Purchasing Administrative Assistant works in a fast-paced, collaborative office and operations environment that interfaces closely with supply chain, logistics, planning, and finance teams. The role involves frequent use of computer-based systems, including Microsoft Office (with a focus on Excel), ordering tools, MRP systems, and Jira for supplier onboarding and order tracking. Work typically follows standard business hours, with the need to manage multiple concurrent deadlines and respond quickly to changing priorities. The position requires maintaining an organized, clean, and tidy workspace and ensuring accountability for tools and equipment. The culture emphasizes teamwork, continuous improvement, adherence to health and safety legislation, and alignment with company policies and procedures while supporting ambitious production and project milestones.
Job Type & Location
This is a Contract to Hire position based out of Middle River, MD.
Pay and Benefits
The pay range for this position is $20.00 - $28.84/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Middle River,MD.
Application Deadline
This position is anticipated to close on Apr 22, 2026.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
