Purchasing Admin Assistant

Tired of dealing with heavy traffic? Looking for an opportunity closer to home in Kapolei? We may have the perfect opportunity for you.  Join a growing local team where your work matters and your career can grow.

We’re looking for a detail-oriented, motivated, and reliable team player to join our Kapolei team as a Purchasing Administrative Assistant. This is more than just an administrative role—it’s your entry point into a purchasing career path, working side-by-side with experienced Buyers and leadership.

In this role, you’ll help keep our operations running smoothly by supporting purchasing activities, coordinating with vendors, and ensuring the right products get where they need to go—on time and accurately.

What You’ll Do:

• Provide administrative support to the Purchasing Manager and Buyers, including preparing reports, purchase orders and other purchasing-related documents.
• Create, review, and process purchase orders, requisitions, and related records for accuracy and completeness.
• Communicate with vendors and internal departments to obtain quotes, confirm order details, track deliveries, and resolve routine discrepancies.
• Assist with monitoring order status, back orders, and delivery schedules to help ensure timely receipt of goods and services.
• Prepare spreadsheets, summaries, and reports related to purchasing activity, pricing, and vendor performance.
• Support inventory and purchasing audits by gathering documentation and reconciling routine record discrepancies.
• Investigate receiving damages and prepare freight claims.
• Assist in the setting up of items, maintaining item information, vendor data, and purchasing system records accurately and timely.
• Coordinate with Accounting and receiving teams to help resolve invoice, receipt, and purchase order variances.
• Answer inquiries related to purchasing processes and provide excellent internal and external customer service.
• Maintain confidentiality of vendor pricing, company information, and other sensitive records.
• Perform similar and related duties as assigned by supervisor.

• High school diploma or equivalent
• 1–3 years of administrative experience (purchasing, inventory, or accounting preferred)
• Basic understanding of purchasing processes (POs, invoices, freight)
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong attention to detail and accuracy
• Ability to manage multiple tasks and deadlines
• Strong communication and customer service skills
• Ability to handle confidential information professionally

Pacific Provisions Hawaii is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, race, religion, gender, disability, national or ethnic origin, family circumstances, life experiences, marital status, military status, sexual orientation and/or any other status protected by law.