Administrative Assistant, Purchasing

Position Description

**ADMINISTRATIVE ASSOCIATE, PURCHASING**

**Who is an Administrative Associate, Purchasing?**
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The Administrative Assistant is responsible for providing high level support and assistance in the effective and efficient completion of ongoing duties and responsibilities as they relate to the overall Department.

**What will you be doing?**
- Process and enter vendor invoices in corresponding CMMS Work Order & Purchase Order Modules
- Forward processed PO invoices to A/P for payment
- Forward processed WO invoice and PDF work order to appropriate Club Services Manager for A/P approval
- Work within the Service Invoices mailbox by following up on Vendor Statements, Outstanding Back Orders, Invoice Reconciliations to A/P and organizing invoices and approvals for various vendors and suppliers to support the Purchasing and Inventory Team
- Liaise with Accounts Payable to reconcile vendor payments, address invoice issues and ensure month-end requirements are met
- Support the Purchasing and Inventory Team with administrate tasks that include fulfillment needs/forecasting, and general tracking of parts inventory
- Generate and distribute recurring reports and reconcile purchase orders
- Administrate Club Services section of Pulse to ensure vendor manuals and parts catalogues are up to date
- Handle office functions of the Department including but not limited to; reception/greeting duties (fielding telephone calls; receiving and directing visitors), word processing & spreadsheet preparations, coordinate the maintenance of office equipment.
- Assist in catering and boardroom bookings for visiting groups.

**Do you have what it takes?**
- High School Diploma or equivalent
- Data entry or clerical experience of some sort
- E-mail, MS Office Professional
- Attention to Detail: Employs active listening to collect and gather specific and pertinent details. Includes sufficient details when documenting or presenting information. Explores the problem and all of its elements until the reasoning has been found so that it can be resolved accurately
- Priority Setting: Spends their time and the time of others on what's important. Quickly zeroes in on what is critical and doesn't waste a lot of time on things and puts the trivial aside. Can quickly sense what will help or hinder accomplishing a goal. Eliminates roadblocks and creates focus.
- Team Contribution : Always helpful to the rest of the team/other teams. Among the first to volunteer to help others succeed. A model of sharing, caring, and cooperation.
- Approachability: Is easy to approach and talk to, can be warm, pleasant and gracious. Spends the extra effort to put others at ease. Is sensitive to, and patient with the interpersonal anxieties of others. Builds rapport well and is a good listener.

**What’s in it for you?**
- Ongoing training & development to ensure a long & successful career path
- Career advancement opportunities
- Competitive Total Rewards Package
- FREE Performance Fitness membership
- Fun & energetic atmosphere to come to every day

At GoodLife Fitness, we are committed to fostering an inclusive, accessible environment, where all employees & members feel valued, respected & supported. We are dedicated to building a workforce that reflects the diversity of our customers & communities in which we live & serve. We are committed to meeting the accessibility needs of persons with disabilities in a manner that respects their dignity & that is equitable. If you require an accommodation for the recruitment/interview process (including alternate formats of materials, accessible meeting rooms or other accommodation), please let us know & we will work with you to meet your needs.