Administrative Assistant

Job description:

Administrative Assistant Glanbia Mexico (Head of Purchasing)

Glanbia:
We operate across Latin America (Mexico to Argentina) with a regional commercial and technical team supporting customers on proteins, plant-based solutions, beverages, premixes, bioactives and flavors. Our LATAM leaders highlight trends we serve — functional gummies, immunity and gut health, plant-based dairy alternatives, sports nutrition and textured beverages — and we support customers with R&D, formulation and events across the region.

POSITION DEFINITION
This position is responsible for ensuring that the needs for materials, supplies, and services of Glanbia S.A. are met in a timely and appropriate manner to fulfill customer requirements and support local operations.

ESSENTIAL FUNCTIONS – RESPONSIBILITIES

• Responsible for consulting Glanbia Nutritionals' price list for each required material before placing purchase orders to compare with the Sales department's quotation and the customer's purchase order. Notify Sales of any discrepancies.
• Placement of purchase orders from Glanbia S.A. de C.V. to Glanbia Nutritionals and WATSON for any product in their portfolio based on orders received from Sales. Glanbia will be our sole supplier of commercialized materials.
• Review and coordinate with the Sales department regarding materials that need to be stocked in Glanbia S.A. de C.V.'s warehouse.
• Placement of purchase orders for office supplies, packaging materials, and any other materials and services required for each department to perform their activities properly.
• Responsible for evaluating and selecting suppliers of supplies and services, ensuring the best decision is made for the company in terms of cost and quality.
• Ensure at least two current supplier alternatives for supplies and services are available for comparison during purchasing decisions.
• Monitor the progress of orders placed with suppliers, compliance with agreed delivery times, and communicate any delays or shortages to relevant departments to inform clients or take necessary measures to minimize impact.
• For materials from Glanbia Nutritionals, maintain constant communication with the logistics department regarding shipments from USA plants to the Mexican border.
• Weekly collection of invoices from suppliers of supplies and services for payment approval and processing by the Commercial Management.

JOB DESCRIPTION

• Weekly notification to Glanbia S.A.'s Finance department of tax amounts and other expenses for each importation to ensure necessary resources and communicate with Logistics.
• Responsible for receiving quality deviation or damage reports from Logistics regarding received materials and initiating follow-up with Glanbia Nutritionals to ensure returns and/or credit notes.
• Ensure corrective actions with suppliers in case of any deviations.
• Perform backorder tracking for purchase orders placed with Glanbia Nutritionals and share updates weekly with relevant departments within Glanbia S.A. de C.V.
• Responsible for generating and maintaining tariff classification reports for all imported raw materials commercialized by Glanbia S.A. de C.V.
• When necessary, consult with a customs classification expert to compare with classifications defined by the Customs Agent and ensure the most appropriate classification is applied.

ADDITIONAL FUNCTIONS
Any other duties and responsibilities assigned within the scope of the respective commercial management activities.

SKILLS/KNOWLEDGE

• Bachelor's degree required
• Minimum 3 years of progressive and proven experience in Purchasing and Supplier Management, preferably in a related industry
• Bilingual – Fluent in English and Spanish
• Strong interpersonal and communication skills (written and verbal), including clear and persuasive speaking in both positive and negative situations
• Effective interaction with all levels of staff, clients, and suppliers with utmost professionalism
• Proficiency in MS Outlook, Word, Excel, and PowerPoint
• Ability to manage multiple, rapidly changing, and conflicting priorities
• Ability to maintain a positive and calm attitude in difficult and/or testing situations
• Results-oriented and focused on achieving team objectives
• Ability to work with minimal supervision while remaining productive
• Team-oriented with problem-solving skills

Glanbia Nutritionals is a fast-growing company in one of the fastest growing markets – nutritional ingredients and services.  We offer passionate, energetic and curious people of all talents a wide choice of jobs and career paths, with highly competitive pay and benefits in an innovative, collaborative, and respectful culture. Join our team and help us shape the future of nutrition.