Purchasing Administrative Assistant

Join a team where your professional growth directly impacts vulnerable families across New York City by providing crucial housing services and eviction prevention legal support that helps clients achieve permanent, stable housing.

At NAICA, we’re committed to being an employer of choice by attracting top talent, fostering an engaging work environment, and providing the support you need to advance your career while making a meaningful difference in people’s lives.

Title : Purchasing Administrative Assistant

Location : Bronx, New York

Reports to: Purchasing Manager

Pay Range: $27.47 - $36.81 per hour (effectively $50,000 - $67,000 per year)

FLSA Classification: Non-exempt

Status: Full-time (35 hours per week)

Role Summary : The successful candidate will collate all purchase requests, procure goods and materials essential for the organization’s support and daily operations, and ensure a consistent supply of materials and supplies for employee and client needs. This role involves occasional communication with Department Directors and Assistant Directors regarding purchasing requests, generating reports, creating purchase orders, and ordering products via vendor websites. The position also includes maintaining and updating open order reports, backorder reports, and purchase orders.

Primary Job Responsibilities/Duties :

The Purchasing Administrative Assistant is responsible for, but not limited to:

• Ensure all purchase requests received in writing are responded to within 24 hours via email.
• Prepare a log of purchases by site location utilizing Purchase Order numbers.
• Communicate directly with vendors to purchase items as per Director’s approvals and requests.
• Procure office supplies, client supplies, maintenance supplies, and/or equipment, maintaining appropriate documentation of purchasing decisions and forwarding purchase orders, packing slips, and invoices to the Accounts Payable Division in a timely manner.
• Organize invoices, packing slips, and purchase orders for Accounts Payable, ensuring items are readily available for assessment.
• Review all purchases against invoices and back orders.
• Purchase monthly supplies for site maintenance and client necessities.
• Log all purchases and inventories of goods, assessing available inventories to ensure appropriate levels.
• Monitor inventory for all sites; perform inventory checks (supplies, equipment) quarterly.
• Maintain updated records of purchased products, delivery information, and invoices.
• Assist with audits as needed (Internal, Year-End, and DHS audits).
• Support improvements in inventory controls and the creation of new operating systems.
• Assist with preparing bid packages and negotiating prices, terms, and conditions before placing orders.
• Maintain procurement records.
• Handle other duties as assigned.

Physical Requirements :

• Ability to walk, stand, kneel, crouch, and bend over.
• Ability to lift, reach, and handle objects weighing up to 25 pounds.
• Ability to sit at a desk and work on a computer for prolonged periods.
• Ability to travel to different locations within New York City, as needed

Work Environment / Schedule Requirements :

• While standard business hours are Monday through Friday, 9:00 AM to 5:00 PM, employees may be required to work on or during evenings, weekends, and holidays.

Qualifications :

• Associate’s Degree or three (3) years of work experience in a related field, required.
• Proficiency in QuickBooks is necessary.
• Extensive knowledge of MS Office software, including Excel, Word, and Outlook, is a must.
• Individual must possess a commitment to the mission of NAICA, Inc.
• Ability to work collaboratively with diverse groups is required.
• Must have proven ability to handle multiple tasks effectively under pressure.
• Strong organizational skills, with attention to detail and proven efficiency.
• Must be able to read, speak, write, and understand English for administrative purposes.
• Must pass drug screening to be appointed.
• This position may be subject to a series of investigations before and after appointment.

Equal Employment Opportunity

NAICA is an equal opportunity employer committed to maintaining a diverse workforce and inclusive work environment. As such, discrimination in any aspect of hiring or employment based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy, childbirth, and related medical conditions), or other applicable legally protected characteristics is strictly prohibited.

Applicants of all backgrounds and experiences are encouraged to apply. NAICA will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable federal, state, and local laws, rules, and regulations. NAICA also offers reasonable accommodations as required by applicable federal, state, and/or local laws. Applicants seeking an accommodation for any part of the application or interview process should contact Human Resources by sending an email to [email protected] with the Subject “Reasonable Accommodation Request.”

Competitive Benefits Package

• Comprehensive Health, Dental and Vision Benefits for full-time employees
• 403(b) Retirement Savings Plans
• Loan Forgiveness Programs for eligible employees
• Paid Holidays and Vacation
• Paid Time-off
• Vol Life Insurance and AD&D
• Term Life and AD&D insurance
• Long Term Disability
• Employee Assistance Program support (EAP)
• Commuter Benefits Program
• Aflac: Short-Term Disability, CA, Accident and Hospital
• Employee Discount Program

False Statements

Misrepresentation of your experience, skills, education, or other qualifications, or submission of false/fraudulent information or documentation during or after the application process may result in the rejection of your application or termination of your employment.

At-Will Employment Disclaimer

While we sincerely hope to form a long and mutually beneficial working relationship, NAICA is an at-will employer. Therefore, employment is subject to termination at any time, with or without notice or cause, at the discretion of you or the organization.