Purchase Order Administrator in Pennsylvania Career Overview

As a Purchase Order Administrator, you play a vital role in the procurement and supply chain processes within an organization. Your responsibilities encompass various essential functions, which contribute to maintaining seamless operations and supporting overall business goals.

Key aspects of the Purchase Order Administrator role include:

  • Order Management: You are responsible for processing purchase orders and ensuring that all related documentation is accurate and complete. This involves coordinating with various departments to fulfill orders efficiently.

  • Vendor Relations: Establishing and maintaining positive relationships with suppliers is a fundamental part of your job. Your interactions help ensure timely deliveries and favorable terms, which are critical for sustaining inventory levels and meeting customer demands.

  • Data Accuracy: Accurate record-keeping is essential. You ensure that all orders are entered correctly into the system, which facilitates inventory management and financial tracking.

  • Problem Resolution: Occasionally, issues arise related to orders, such as discrepancies in shipments or delays. You engage in troubleshooting and work collaboratively with stakeholders to resolve these concerns promptly.

  • Reporting and Analysis: You may also partake in the analysis of purchasing trends and prepare reports that inform management decisions. Your insights can lead to inventory optimization and cost-saving strategies.

The role of Purchase Order Administrator is significant in ensuring that goods and services are acquired effectively and contribute to the smooth functioning of business operations. Your work directly impacts inventory levels, supplier reliability, and the overall efficiency of the supply chain.

Purchase Order Administrator Salary in Pennsylvania

Annual Median: $38,460
Hourly Median: $18.49

Data sourced from Career One Stop, provided by the BLS Occupational Employment and Wage Statistics wage estimates.

Required Education To Become a Purchase Order Administrator in Pennsylvania

To pursue a career as a Purchase Order Administrator, you typically need to meet certain educational qualifications and training requirements. These may include:

  • College Degree Programs:

    • Purchasing, Procurement, Acquisitions, and Contracts Management: This program focuses on the processes involved in acquiring goods and services, providing knowledge on contract negotiation and supplier management.
    • General Office Occupations and Clerical Services: This curriculum covers essential office procedures, record-keeping, and administrative tasks, which are fundamental for supporting purchasing activities.
    • Business Administration and Management: A degree in this field offers a broad understanding of business principles, including finance, marketing, and operations, all of which are beneficial for a Purchase Order Administrator role.
    • Business Operations Support and Secretarial Services: This program emphasizes administrative functions and operational support, teaching skills in documentation and communication necessary for managing orders.
    • Public Administration: A focus on public sector procurement practices can be advantageous, especially in governmental roles, providing knowledge on regulations and policies affecting purchasing.

  • Training:

    • Many employers may also prefer candidates who have completed internships or have hands-on training in purchasing or procurement, which can be obtained during the educational process or through additional certification programs.

By pursuing one or more of these educational paths, you can build a strong foundation for a career as a Purchase Order Administrator.

Best Schools to become a Purchase Order Administrator in Pennsylvania 2024

#1Maricopa County

University of Phoenix-Arizona

Phoenix, AZ

In-State Tuition:$9,552
Out-of-State Tuition:$9,552
Admission Rate:N/A
Graduation Rate:18%
Total Enrollment:88,891
#2Merrimack County

Southern New Hampshire University

Manchester, NH

In-State Tuition:$15,000
Out-of-State Tuition:$15,000
Admission Rate:96%
Graduation Rate:41%
Total Enrollment:164,091
#3Salt Lake County

Western Governors University

Salt Lake City, UT

In-State Tuition:$7,404
Out-of-State Tuition:$7,404
Admission Rate:N/A
Graduation Rate:49%
Total Enrollment:156,935
#4El Paso County

Colorado Technical University-Colorado Springs

Colorado Springs, CO

In-State Tuition:$12,036
Out-of-State Tuition:$12,036
Admission Rate:N/A
Graduation Rate:20%
Total Enrollment:24,808
#5Maricopa County

Grand Canyon University

Phoenix, AZ

In-State Tuition:$16,407
Out-of-State Tuition:$16,407
Admission Rate:78%
Graduation Rate:45%
Total Enrollment:101,816
#6Lynchburg City

Liberty University

Lynchburg, VA

In-State Tuition:$15,467
Out-of-State Tuition:$15,467
Admission Rate:99%
Graduation Rate:66%
Total Enrollment:96,709
Purchase Order Administrator Job Description:
  • Receive and process incoming orders for materials, merchandise, classified ads, or services such as repairs, installations, or rental of facilities.
  • Generally receives orders via mail, phone, fax, or other electronic means.
  • Duties include informing customers of receipt, prices, shipping dates, and delays; preparing contracts; and handling complaints.

Purchase Order Administrator Required Skills and Competencies in Pennsylvania

  • Attention to Detail: You must possess a keen eye for detail to accurately process purchase orders, ensuring that all information is entered correctly and discrepancies are identified swiftly.

  • Organizational Skills: Strong organizational skills are essential for managing multiple purchase orders simultaneously. You will need to prioritize tasks effectively to meet deadlines and maintain efficiency.

  • Communication Skills: Excellent verbal and written communication skills are important for collaborating with suppliers, vendors, and internal departments. You should be able to convey information clearly and professionally.

  • Technical Proficiency: Familiarity with procurement software and enterprise resource planning (ERP) systems is necessary. You should be adept at using spreadsheets and other digital tools for tracking orders and managing data.

  • Problem-Solving Abilities: You will encounter issues that require quick and effective resolution. Strong problem-solving skills enable you to address challenges as they arise, ensuring continuity in procurement processes.

  • Negotiation Skills: Effective negotiation skills can facilitate better terms and pricing with suppliers. You should be confident in advocating for your organization's needs while maintaining positive vendor relationships.

  • Analytical Skills: You need to analyze purchase data and trends, enabling you to make informed decisions regarding inventory management and supplier performance.

  • Time Management: You must manage your time efficiently to meet various deadlines and handle urgent requests. Prioritizing tasks will help you stay organized and productive.

  • Interpersonal Skills: Building and maintaining relationships with vendors and colleagues is important. You should demonstrate empathy and understanding in all interactions to foster a positive working environment.

  • Adaptability: The ability to adapt to changing environments and processes is key. Being open to new ideas and methods will help you stay relevant and efficient in your role.

Job Duties for Purchase Order Administrators

  • Obtain customers' names, addresses, and billing information, product numbers, and specifications of items to be purchased, and enter this information on order forms.

  • Recommend merchandise or services that will meet customers' needs.

  • Review orders for completeness according to reporting procedures and forward incomplete orders for further processing.

Technologies and Skills Used by Purchase Order Administrators

Electronic mail software

  • Email software
  • Microsoft Outlook

Enterprise resource planning ERP software

  • Microsoft Dynamics
  • SAP software

Presentation software

  • Microsoft PowerPoint

Basic Skills

  • Listening to others, not interrupting, and asking good questions
  • Talking to others

Social

  • Changing what is done based on other people's actions
  • Looking for ways to help people

Job Market and Opportunities for Purchase Order Administrator in Pennsylvania

The job market for Purchase Order Administrators in Pennsylvania reflects a stable demand driven by several key factors. As businesses increasingly rely on streamlined procurement processes, the role of Purchase Order Administrators has gained prominence across various industries.

  • Demand: With a growing number of businesses focusing on efficiency in supply chain management, the demand for Purchase Order Administrators is on the rise. Companies are seeking skilled professionals who can manage purchase orders accurately and efficiently, contributing to the overall productivity and cost-effectiveness of operations.

  • Growth Potential: The growth potential for Purchase Order Administrators is favorable. As companies adopt newer technologies and processes in procurement, the need for professionals who can navigate these changes and enhance procurement strategies continues to expand. Furthermore, those who demonstrate adaptability and proficiency in relevant software tools are likely to find enhanced career advancement opportunities.

  • Geographical Hotspots: In Pennsylvania, certain areas are becoming notable hotspots for Purchase Order Administrators. Key regions include:

    • Philadelphia: As the largest city in the state, Philadelphia is home to numerous industries, including healthcare, finance, and manufacturing, all of which require Purchase Order Administrators to manage their procurement needs.
    • Pittsburgh: Known for its strong healthcare and technology sectors, Pittsburgh offers a range of opportunities for Purchase Order Administrators, particularly within organizations that prioritize supply chain transparency and efficiency.
    • Harrisburg: The capital city is another area where public sector procurement plays a significant role, creating a demand for Purchase Order Administrators in government and related agencies.

  • Industry Integration: Purchase Order Administrators are needed across a diverse array of industries, including retail, manufacturing, logistics, and healthcare. This diversity enhances job security and enables professionals to explore varied career paths within the field.

Overall, the job market for Purchase Order Administrators in Pennsylvania is vibrant and poised for growth, presenting a multitude of opportunities for those seeking to enter or advance in this career.

Top Related Careers to Purchase Order Administrator 2024

Order Processing Specialist
Customer Service Coordinator
Inventory Control Clerk
Shipping and Receiving Clerk

Additional Resources To Help You Become a Purchase Order Administrator in Pennsylvania

  • American Purchasing Society (APS)
    The APS provides resources geared towards purchasing and supply chain professionals, including articles, certifications, and networking opportunities.
    Visit APS

  • Institute for Supply Management (ISM)
    ISM is a leading organization for supply chain education and resources, offering certifications, training, and industry news.
    Visit ISM

  • National Institute of Governmental Purchasing (NIGP)
    NIGP offers educational programs and professional development for public purchasing professionals. It includes specialized resources on procurement processes.
    Visit NIGP

  • Supply Chain Management Review
    This publication covers industry news, trends, and insights, keeping you informed about best practices in supply chain and purchasing.
    Visit Supply Chain Management Review

  • Purchasing Magazine
    This resource features articles on purchasing trends, strategies, and case studies to help you stay updated with the evolving landscape of the procurement profession.
    Visit Purchasing Magazine

  • LinkedIn Learning
    Offers a variety of online courses related to purchasing and supply chain management, which can help enhance your skills and knowledge in specific areas.
    Visit LinkedIn Learning

  • Project Management Institute (PMI)
    PMI provides resources and certification focused on project management that can enhance your effectiveness as a Purchase Order Administrator.
    Visit PMI

  • Coursera
    Learn from top universities with courses on procurement, supply chain management, and related fields. Many courses offer certificates upon completion.
    Visit Coursera

  • Books on Purchasing and Procurement
    Consider exploring popular titles such as:

    • "Purchasing and Supply Chain Management" by Robert M. Monczka
    • "The Procurement Value Proposition" by Jonathan O'Brien
      These books provide insights into procurement strategies and practices.

  • Local Community Colleges
    Pennsylvania community colleges may offer continuing education courses related to purchasing and supply chain management. Check with institutions like:

Frequently Asked Questions (FAQs) About Purchase Order Administrator in Pennsylvania

  • What is the role of a Purchase Order Administrator?
    A Purchase Order Administrator is responsible for managing the purchase order process within a company. This includes creating and maintaining purchase orders, coordinating with suppliers, tracking orders, and ensuring timely delivery of products and services.

  • What skills are essential for a Purchase Order Administrator?
    Key skills include strong organizational abilities, attention to detail, proficiency in procurement software, excellent communication skills, and a solid understanding of inventory management and supply chain processes.

  • What are the typical educational requirements for this position?
    Most employers require a high school diploma or equivalent. However, a bachelor's degree in business administration, supply chain management, or a related field can enhance your qualifications and career prospects.

  • Is prior experience necessary for this role?
    While some positions may require prior experience in procurement or purchasing, entry-level roles may be available for those with relevant skills and a willingness to learn.

  • What industries commonly employ Purchase Order Administrators?
    Purchase Order Administrators are needed in various industries, including retail, manufacturing, healthcare, and logistics. Companies in any sector that involves procurement can benefit from this role.

  • What software tools do Purchase Order Administrators typically use?
    Common software includes Enterprise Resource Planning (ERP) systems, eProcurement tools, and spreadsheets. Familiarity with software like SAP, Oracle, or Microsoft Excel can be beneficial.

  • What are the typical working hours for a Purchase Order Administrator?
    Most Purchase Order Administrators work standard business hours, typically Monday through Friday. Some positions may require flexibility for overtime during peak procurement periods.

  • How can I advance my career as a Purchase Order Administrator?
    Advancement opportunities may include moving into senior procurement roles, supply chain management, or purchasing manager positions. Continuing education and obtaining certifications, such as Certified Professional Purchaser (CPP), can also help in career advancement.

  • What are the salary expectations for a Purchase Order Administrator in Pennsylvania?
    Salary can vary based on experience and industry, but the average salary for a Purchase Order Administrator in Pennsylvania generally ranges from $40,000 to $60,000 per year. More experienced professionals may earn higher salaries.

  • Are there any certifications that can enhance my career as a Purchase Order Administrator?
    Certifications like the Certified Supply Chain Professional (CSCP) or the Certified Professional in Supply Management (CPSM) can boost your resume and demonstrate your expertise to employers.

  • What challenges might I face in this role?
    Challenges may include managing multiple orders simultaneously, dealing with supplier delays, and ensuring accuracy in order documentation. Effective communication and organizational skills can help overcome these obstacles.