Administrative Assistant

Smart, Innovative, and Hard-working? Perfect! We are growing and need the right people with the right mindset. Join our family and find a home where you will enjoy working with your peers, be challenged to work hard, and have some fun in the midst of it all.

We are proud to have been named the National Apartment Association's 2023 Top Employer in the Supplier Category. 

Benefits that drive themselves

• Competitive Pay of $17-19/ hr
• Full Time, Monday-Friday, 8 am - 5 pm. 
• Paid Holidays Off and No Weekends!
• We offer full benefits such as medical, dental, vision, life insurance, disability, 401K, 104 hours of paid time off accruals, complimentary gym access, meal prep services, and much more!
• Employee discount program.
• Long-Term Career Opportunities! Many of our leaders started with Chadwell Supply looking for a job, just like you, but found long-term career opportunities at one of our 26 Branches across the Country.
• Named Top 100 Companies in Tampa Bay 2019, 2020, 2021 and 2022!

Overview

The Purchasing Administrative Assistant maintains all purchase orders to ensure receipt and shipment by the vendor in a timely manner. The Administrative Assistant assists all departments with providing Estimated Time of Arrival (ETA) dates, correcting pricing, and receiving discrepancies.

What you will need

• A minimum of a high school diploma or GED is required.
• Strong time management abilities, including planning and prioritizing workloads.
• Ability to operate in a fast-paced and high-stress environment.
• Proficiency with MS Office products. 

How you will make an Impact

• Keep an updated contact list of vendors and vendor representatives needed to expedite Purchase Orders (POs). Update the system as needed with new contact information and changes.
• Keep an updated contact list for Branch Managers and Branch Administrators for each branch location, and update as team changes occur.
• Expedite all POs: all POs should be confirmed as received by the vendor within 48 hours of placement by the Purchasing Agent. All ship dates should be maintained and accurate to within 48 hours of the required date.
• Make accurate notes on all POs including the date the note was made, the person spoken to and/or email contact information, the estimated ship date or arrival date, and all other important information.
• Create and close daily transfers for the Buyers team.
• Maintain and monitor all manual transfer within the system. The system should be up to date within a week of the current date.
• Process Marketing item transfers and ensure items are transferred and received in the system.
• Facilitate promotional goods orders and shipments.
• Adjust data in Chadwell Supply’s computer systems when requested by the Purchasing Manager, including the Compass department page, transfers, ETAs.
• Maintain Excel spreadsheets and report progress on a weekly basis to the Purchasing Manager.
• Ensure that all emails sent to the purchasing group are identified by action needed and forward to the appropriate purchasing team member(s).