Job mission:

To provide support to the Acquisitions team by placing orders, following standard order processing procedures, and ensuring accurate data entry, structured data organization and order follow-through required to support Design Service's purchasing projects.  

General description:

To be successful in this role, applicant must be well-organized, detail-oriented, possess great communication skills, and have a background in purchasing, bookkeeping, accounting, or administration. The Acquisitions & Administration Assistant will be responsible for assisting the Acquisitions & Administration Manager with order processing, data entry, payment processing, and monitoring accounts. The Acquisitions & Administration Assistant will also be responsible for notifying team members of issues and solving problems in a quick and efficient manner as they arise

Duties and Responsibilities:

·        Place orders with Mexican and American vendors.

·        Place OS&E orders, and assist the Acquisitions Coordinator with receiving, installation, and final completion if needed.

·        Liaise with vendors to place orders, confirm details, and resolve order or documentation discrepancies.

·        Cross check data against vendor invoices and ensure Studio Designer software is updated.

·        Ensure proper pricing and data entry in Studio Designer software.

·        Notify project managers of price changes and ensure that data is updated in Studio Designer.

·        Notify project managers of discontinued items or problematic items that may require reselection within 48 hours of vendor notification, documenting the issue in Studio Designer software, and following the issue with project managers until resolved.

·        Request facturas from Mexican Vendors for payment.

·        Obtain Mexican vendor account information to provide to Finance Team so they can create new vendors in the accounting system.

·        Assist Design Team on data entry, pricing, specifications, and proposal generation as needed.

·        File documents systematically in Sharepoint, and consistently upload them in Studio Designer software based on procedures. 

Qualifications and Education Requirements

·        Advanced proficiency in English 

·        2-4 Years Experience in Purchasing / Accounting / Bookkeeping / Administration

·        Proficiency in Studio Designer, or other comparable accounting and purchasing management software.

·        Proficiency in Microsoft Office, particularly Microsoft Excel.

·        Ability to build and maintain relationships with vendors.

·        Well-organized and high attention to detail.

·        Ability to effectively manage time to meet deadlines and team expectations.

·        Capable of multi-tasking and managing multiple projects simultaneously.

·        Ability to work independently and self-direct. 

Kindly upload your resume in English.