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Purchasing administrative assistant skills for your resume and career

Updated January 8, 2025
5 min read
Quoted experts
Dr. Mike Peterson Ph.D.,
Anne McConnell Ph.D.
Below we've compiled a list of the most critical purchasing administrative assistant skills. We ranked the top skills for purchasing administrative assistants based on the percentage of resumes they appeared on. For example, 33.5% of purchasing administrative assistant resumes contained purchase orders as a skill. Continue reading to find out what skills a purchasing administrative assistant needs to be successful in the workplace.

15 purchasing administrative assistant skills for your resume and career

1. Purchase Orders

Here's how purchasing administrative assistants use purchase orders:
  • Maintained open purchase orders and prepared purchase requisitions and material releases for parts procurement on all emergency and non-emergency items.
  • Reviewed, processed and finalized subcontract agreements, purchase orders and professional services agreements for construction subcontractors.

2. Data Entry

Data entry means entering data into a company's system with the help of a keyboard. A person responsible for entering data may also be asked to verify the authenticity of the data being entered. A person doing data entry must pay great attention to tiny details.

Here's how purchasing administrative assistants use data entry:
  • Maintained Administrative Assistant duties, including data entry and inventory control.
  • Created daily reports and performed data entry for new product and cycle counts (Word, Excel, and Outlook).

3. Customer Service

Customer service is the process of offering assistance to all the current and potential customers -- answering questions, fixing problems, and providing excellent service. The main goal of customer service is to build a strong relationship with the customers so that they keep coming back for more business.

Here's how purchasing administrative assistants use customer service:
  • Scheduled meetings, provided excellent customer service, maintained filing system, ordered kitchen/office supplies and sorted/distributed department mail.
  • Maintain excellent communication with Production and Customer Service departments to ensure customer deadlines and plant capacities are achieved.

4. Provides Administrative Support

Here's how purchasing administrative assistants use provides administrative support:
  • Manage Executive member of management schedule and provides administrative support to alternate management as well as clients.
  • Prepared documentation such as payroll and provides administrative support to multiple organizational leaders.

5. Office Equipment

Here's how purchasing administrative assistants use office equipment:
  • Performed all daily office operations and maintained office equipment.
  • Scheduled all maintenance appointments for all office equipment

6. Travel Arrangements

Here's how purchasing administrative assistants use travel arrangements:
  • Provided administrative support to the Director of Purchasing by providing calendar management, travel arrangements, opened and distributed mail.
  • Supported the Reimbursement Department administratively with travel arrangements, calendar maintenance, research, and miscellaneous administrative duties.

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7. Word Processing

Here's how purchasing administrative assistants use word processing:
  • Assist administration with correspondence, word processing, spreadsheets, and organization projects.Arrange domestic and international travel for all employees.
  • Performed administrative functions including record management; typing and word processing of correspondence; production of reports and spreadsheets.

8. Vendor Invoices

Here's how purchasing administrative assistants use vendor invoices:
  • Support purchasing manager with requests for quote, researching and ordering material, processing purchase orders, and vendor invoices.
  • Posted receipts to the appropriate general ledger accounts, worked closely with A/P regarding supplier/vendor invoices.

9. Expense Reports

Here's how purchasing administrative assistants use expense reports:
  • Prepared expense reports, itineraries and agendas; compiled documents for travel-related meetings.
  • General administrative support including expense reports, calendar management, meeting planning.

10. Place Orders

Here's how purchasing administrative assistants use place orders:
  • Answered daily emails to help customers problem solve, track or place orders.
  • Process requisitions and place orders via phone and internet for supplies as directed.

11. ERP

Enterprise Resource Planning (ERP) is computer software used by major corporations and organizations for conducting their management and accounting tasks efficiently. ERP systems bind different business processes with each other allowing smoother flow of data between them resulting in swift project assessment and completion.

Here's how purchasing administrative assistants use erp:
  • Performed purchase order and item master maintenance transactions in the Electronic Report Processing (ERP) system.
  • Input data into ERP Item Master System while monitoring accurate inventory levels.

12. Administrative Tasks

Here's how purchasing administrative assistants use administrative tasks:
  • Performed all administrative tasks in a small business environment: accounting, invoicing, purchasing.
  • Assist Office Manager with administrative tasks.

13. Delivery Dates

A delivery date is a day on which a stock, bond, or option trade must be finalized. In other words, it is a final date on which the underlying commodities for a forward contract must be delivered for the fulfillment of the terms of the contract.

Here's how purchasing administrative assistants use delivery dates:
  • Worked in concert with Buyers to follow up on overdue purchases, and maintained integrity of delivery dates within system.
  • Update orders in BaaN database with delivery dates, tracking information and any notes that the suppliers provided.

14. Logistics

Logistics is a complete organization and implementation of a problem. Logistics are often considered in a complex business operation, as some works need detailed plannings. Logistics are also used in military action.

Here's how purchasing administrative assistants use logistics:
  • Coordinated with importation logistics to secure proper shipping lanes and delivery of product.
  • Provide logistics paperwork and freight carrier contacts to support warehouse shipping operations.

15. Inventory Control

Here's how purchasing administrative assistants use inventory control:
  • Planned, organized and controlled all warehouse operations such as shipping and receiving processing and inventory control.
  • Contacted vendors on a regular basis regarding order status, parts manufacturing and inventory control.
top-skills

What skills help Purchasing Administrative Assistants find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What skills stand out on purchasing administrative assistant resumes?

Dr. Mike Peterson Ph.D.Dr. Mike Peterson Ph.D. LinkedIn profile

Department Chair and Associate Professor of English, Dixie State University

Writing skills have always been valued by employers, but anything that shows an ability to write, produce, or communicate in digital spaces will stand out. While employers are becoming increasingly comfortable having employees work and collaborate digitally (from home or elsewhere), they may still be reluctant to train employees how to do that. They want to see evidence that applicants will know how to use technology and stay productive without extensive training and without a supervisor having to stand behind them. That isn't to say training won't take place, but employers want to use their valuable time and resources training employees on their own systems, policies, and procedures; they don't want to have to show new-hires how to use Zoom, how to format a memo, how to write an email, or how to co-edit a document using OneDrive.

What purchasing administrative assistant skills would you recommend for someone trying to advance their career?

Anne McConnell Ph.D.

Professor, West Virginia State University

I would encourage someone taking a gap year to branch out, seeking work experiences and employment situations that expose them to new skills and allow them to interact with a diverse set of people. Sometimes we find ourselves in a bubble-communicating with the same people, who tend to share the same ideas-and a gap year provides the opportunity to extend beyond that. Employers value employees who have open, flexible minds, and seeking out experiences that demonstrate that openness can be helpful.

What type of skills will young purchasing administrative assistants need?

Angela Robbins Ph.D.Angela Robbins Ph.D. LinkedIn profile

Associate Professor of History, Meredith College

History majors are in high demand in government, business, and non-profits because of the knowledge and skills they gain in the classroom. History majors, in particular, are especially good at contextualizing-that is, explaining how an event or discussion fits within the big picture. This includes how things that are going on today-such as the Capitol riot on January 6-connects to the Constitution, the balance of powers, the way democracy works, and related issues such as the implications of propaganda and misinformation. This goes well beyond merely expressing an opinion or debating two sides of an issue. Students of history do their research and practice skills of analysis, collecting and scrutinizing evidence rather than taking something at face value or only relying on a single source. We take sources apart to evaluate the credentials of their creators and search for bias. We examine sources from various creators so we take into account multiple experiences and points of view. Then we synthesize-or bring the sources together-in order to communicate what it all means. These skills are desired by employers and translate well into many careers and work environments. Seeking good evidence to answer questions and solve problems, whether that's in the classroom today or working with clients later, is a skill that employers highly value.

Students are practicing other skills that are necessary to success in the workplace, whether that will be in person or online. Time management, seeing a project through from start to finish, hosting and contributing to meetings, working on a team-whether it's two people or ten-and creating appropriate types of presentations to communicate ideas are all things our students can tell their employers they will come in with so they can hit the ground running. In addition, our majors develop self-awareness, empathy, and an appreciation of diverse opinions and approaches to problems through investigation of the life experiences of historical figures and their classroom discussions with classmates. Certainly, every employer wants you to learn the specifics within their sector, but these skills are fairly universal and will benefit majors as they move from the classroom to career.

What technical skills for a purchasing administrative assistant stand out to employers?

Christi Patton Luks

Professor (NTT) and Associate Chair for Academic Affairs, Missouri University of Science & Technology

I've always felt that the most important thing we teach our students is problem-solving skills. The students who can readily relate the theory to their practical experience to develop new solutions are the most valuable. Engineering students that are active on design teams or took advantage of internships and co-ops are in great position for this.

What soft skills should all purchasing administrative assistants possess?

Brandy BaileyBrandy Bailey LinkedIn profile

Career Coach, Ohio University - Lancaster Campus

Soft skills may vary depending on the employer, industry, and personal opinions. My biggest ones are communication skills, adaptability, self-awareness, teamwork, problem-solving, intercultural competency, creativity or innovation, and time management.

List of purchasing administrative assistant skills to add to your resume

Purchasing administrative assistant skills

The most important skills for a purchasing administrative assistant resume and required skills for a purchasing administrative assistant to have include:

  • Purchase Orders
  • Data Entry
  • Customer Service
  • Provides Administrative Support
  • Office Equipment
  • Travel Arrangements
  • Word Processing
  • Vendor Invoices
  • Expense Reports
  • Place Orders
  • ERP
  • Administrative Tasks
  • Delivery Dates
  • Logistics
  • Inventory Control
  • Order Entry
  • Credit Card
  • POS
  • RFQ
  • Administrative Functions
  • Sales Orders
  • HR
  • QuickBooks
  • AS400
  • ISO
  • Vendor Relations
  • MRP
  • Customer Orders
  • A/P
  • Telephone Calls
  • Multi-Line Phone System
  • Computer System
  • Inventory Management
  • Conference Calls
  • A/R
  • MRO
  • Due Dates
  • Master List
  • Cost Analysis
  • Service Calls
  • Inventory Reports
  • RFP
  • Bid Proposals
  • Delivery Schedules
  • MSDS
  • FedEx

Updated January 8, 2025

Zippia Research Team
Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

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