Purchasing Administrative Assistant

A family-run business, we’re driven by a passion for great food. We delight customers with the finest selection of fresh seafood, prime, dry-aged beef, chef-prepared specialties and handcrafted pastries, international cheeses, imported groceries, and more. Join our team of seasoned professionals and become a part of the fabric of the New York food scene. 

Role and Responsibilities

Citarella’s Buying Team is essential to ensuring our stores offer only the highest quality products—from artisanal cheeses and peak-season produce to a curated selection of specialty items sourced in-house, domestically, and internationally. As the Administrative Assistant to our Buyers, you will play a key support role, managing daily administrative tasks that keep our team operating efficiently. 

You’ll handle everything from data entry and invoicing to vendor communications and internal scheduling. A background in food retail or distribution is a plus, but what matters most is your enthusiasm for supporting a high-performing team and your commitment to accuracy, organization, and communication. 

• Provide direct administrative support to the Buying Team
• Manage calendars and coordinate meetings and calls
• Assist with vendor inquiries, delivery scheduling, and warehouse coordination
• Conduct research and gather information for the Buyers as needed
• Create purchase orders using internal ordering systems
• Maintain vendor records, including contact details and cost/item files
• Perform accurate data entry and maintain system updates
• Prepare, distribute, and archive meeting notes
• Track Paid Time Off and maintain team holiday calendars
• Handle incoming calls, voicemails, and messages professionally
• Perform general office tasks including scanning, mailing, filing, faxing, and emailing
• Monitor and manage supply orders and inventory
• Keep office area clean, organized, and well-stocked
• Support the team with other tasks and projects as assigned

Important Disclaimer Notice: 

The described functions are among the essential job functions for this position but are not exhaustive of the essential functions of the job or of the tasks that an Associate may be required to perform. Associates may be assigned additional responsibilities as necessary. The employer reserves the right to revise this job description at any time and to require Associates to perform other tasks as circumstances or conditions of its business, competitive considerations, or the work environment change.

Qualifications and Education Requirements 

• Minimum 2 years of experience in an administrative support role
• High School Diploma required;
• Strong organizational and time management abilities
• Excellent written and verbal communication skills
• Detail-oriented with a proactive approach to problem-solving
• Proficient in Microsoft Office Suite (Excel, Word, Outlook)

Preferred Skills 

• Experience in a food-related or warehouse/distribution environment is preferred
• Ability to travel to all Citarella locations
• Associate’s, Bachelor's, or trade school degree preferred