Jr Purchasing Analyst

DescriptionJob Overview:As an Administrative & Purchasing Coordinator, you will provide comprehensive administrative support while managing purchasing and procurement activities for the association. This role supports daily office operations and ensures the timely sourcing, ordering, and delivery of goods and services necessary for property management functions. You will work closely with management, vendors, and internal teams to maintain efficient operations, accurate records, and cost-effective purchasing practices.Your Responsibilities:Administrative & Office Support:Coordinates collection and preparation of operating reports, including time-and-attendance records, new hires, and terminationsEnsures phones are answered professionally and messages are handled accurately and promptlyPrepares Management Reports, committee reports, and meeting notices for review and approvalMaintains and updates resident information in the database; distributes as needed to management and BoardTracks insurance certificate requests and maintains vendor and unit owner insurance recordsOpens and distributes mail; prepares and codes invoices for accounts payable processingSets up meetings and coordinates Board approval processesPrepares resident information packages requiring Board approval (e.g., architectural modifications)Coordinates receipt of closing statements or warranty deeds and updates ownership recordsMaintains inventory and logs for keys, transmitters, and key fobs, including reordering as neededMaintains office supply inventory and ensures organization of supply areasKeeps operational documents, memos, and policy packages updatedPurchasing & Procurement:Assist in sourcing and purchasing supplies, equipment, and services for property operationsPrepare purchase orders, obtain vendor quotes, and compare pricing to ensure cost-effective purchasingCoordinate ordering of office, maintenance, and operational supplies following established proceduresMonitor inventory levels and reorder items to prevent shortagesCommunicate with vendors regarding pricing, availability, delivery schedules, and product qualityMaintain an approved vendor list and support vendor evaluation and performance trackingResolve issues related to deliveries, discrepancies, or damaged goodsMaintain accurate purchasing records, invoices, and supporting documentationWork closely with accounting to ensure timely invoice processing and paymentAssist with budget tracking and ensure purchases align with financial guidelinesIdentify opportunities for cost savings and improved purchasing efficiencyFollows safety procedures and maintains a safe work environmentSkills & Qualifications:Associate's degree in Business or related field preferred, or equivalent experience3-5 years of administrative experience; purchasing or procurement experience preferredStrong organizational skills with attention to detailWorking knowledge of purchasing, vendor coordination, and inventory managementIntermediate proficiency in Microsoft Office (Word, Excel, Outlook)Experience with purchasing or inventory systems is a plusStrong customer service, communication, and interpersonal skillsAbility to multitask and work in a fast-paced environmentSelf-starter with strong problem-solving abilitiesBilingual in English/ Spanish is desired.Working Style & Expectations:Ability to manage multiple priorities in a dynamic property management environmentComfortable collaborating with management, vendors, and residentsProactive, reliable, and detail-orientedStrong sense of accountability and follow-throughPhysical Requirements:Ability to lift up to 50 lbsStanding, sitting, walking, and occasional climbingExtended periods working at a computer and on the phoneAbility to detect auditory and/or visual emergency alarmsAbility to work flexible hours, including weekends and Board meetings as requiredDriving when necessarySupervisory Responsibilities:* NoneAdditional Information:* Schedule: Monday - Friday, 9:00 AM - 5:00 PMWhat We Offer:Full-time non-exempt position with comprehensive benefits including medical, dental, vision, paid time off, holidays, and a 401(k) with company match. Occasional travel may be required.Compensation:Annual salary: 55,000.00Disclaimer:The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.Top of FormBottom of FormAutomated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.