Warehouse & Purchasing Administrative Assistant
Job overview
This position has been filled. Current openings are on the Divi Resorts employer profile.
Works closely with the Purchasing Director. You will coordinate inbound and outbound containers, verify and process warehouse and purchasing payments, and maintain the Excel tracking sheets and reports that give management a clear view of shipments, commitments, and costs.
What the job involves
- Coordinate and monitor inbound and outbound containers, tracking status, arrival dates, and delivery timelines
- Maintain accurate container logs and shipment records, and ensure all receiving documentation is complete and properly filed
- Follow up with shipping agents, suppliers, and the warehouse team regarding discrepancies
- Process and track all warehouse and purchasing-related payments, monitoring due dates to ensure timely processing
- Verify invoices against purchase orders and receiving documents, and assist in resolving payment discrepancies
- Maintain detailed Excel tracking sheets for payments, commitments, and purchase orders
- Prepare payment summaries and financial reports for management review
- Provide administrative support to the Purchasing Director, including cost analysis and reporting when required
- Ensure proper documentation for audit and compliance purposes
Requirements
- Minimum 2 years of experience in administration, purchasing, logistics, or financial administration
- Proficiency in Microsoft Office, with advanced Excel skills
- A strong understanding of warehouse and purchasing processes, including inbound and outbound container handling procedures
- Must hold a Dutch passport or a valid Aruban work permit
- Advanced Microsoft Excel, including formulas, pivot tables, and tracking systems
- Invoice verification, payment processing, and reconciliation
- Strong financial awareness and attention to detail
- Excellent organizational and follow-up skills
- Ability to manage multiple priorities in a fast-paced environment
- Strong analytical and problem-solving skills
- High level of integrity when handling financial information
- Effective communication skills
Preferred
- An MBO degree in Business Administration, Accounting, or a related field is preferred, as is experience with payment processing and invoice reconciliation
Benefits stated in this listing
- Life and Disability Insurance
- Full Attendance and Year-End Bonus
- Vacation Savings Plan
- Dental and Vision Insurance
- Training and Course Allowance
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Know the role before you apply
What the skills in this listing mean, and guides connected to them.
Understand the skill
Accounts Payable & Receivable
Getting invoices paid and payments in, and keeping both sides reconciled.
Why this is shown: Required for this job
Open the skill guide- Understand the skill Financial Reporting Turning the numbers into statements and reports people can act on. Why this is shown: Required for this job
- Understand the skill Microsoft Office Suite Word, Excel, Outlook, PowerPoint and Teams for everyday office work. Why this is shown: Required for this job