Purchase Orders
A Purchase Order (PO) is an official document that businesses use when buying goods or services. It's like a formal shopping list that includes details about what's being bought, how much it costs, and when it should be delivered. Office administrators often handle these documents as part of their daily work, making sure they're properly created, tracked, and filed. Purchase Orders help keep spending organized and create a clear record of what the company has agreed to buy. They're important for both accounting and inventory management, and many companies use special software to manage them.
Examples in Resumes
Processed over 200 Purchase Orders monthly for office supplies and equipment
Managed PO system and reduced processing time by 40%
Created and tracked Purchase Orders for departments with budgets up to $50,000
Typical job title: "Office Administrators"
Also try searching for:
Where to Find Office Administrators
Example Interview Questions
Senior Level Questions
Q: How would you handle a situation where department managers consistently exceed their purchase order budgets?
Expected Answer: A senior administrator should discuss implementing budget tracking systems, creating approval workflows, providing regular budget updates to managers, and developing training programs for budget management.
Q: Describe your experience in improving a purchase order system.
Expected Answer: Should explain experience with streamlining processes, implementing digital solutions, creating approval hierarchies, and training staff on proper PO procedures.
Mid Level Questions
Q: What information must be included on a purchase order?
Expected Answer: Should list essential elements like vendor information, item descriptions, quantities, prices, delivery dates, and payment terms, showing understanding of why each element matters.
Q: How do you track and follow up on outstanding purchase orders?
Expected Answer: Should describe systems used for tracking, follow-up procedures with vendors, and methods for maintaining organized records.
Junior Level Questions
Q: What is the difference between a purchase order and an invoice?
Expected Answer: Should explain that a purchase order is sent by the buyer to order goods/services, while an invoice is sent by the seller requesting payment for delivered goods/services.
Q: How do you prioritize multiple purchase order requests?
Expected Answer: Should discuss basic organizational skills, understanding of urgency levels, and ability to manage multiple requests efficiently.
Experience Level Indicators
Junior (0-2 years)
- Basic purchase order processing
- Data entry and filing
- Understanding of office software
- Basic vendor communication
Mid (2-5 years)
- Advanced tracking systems
- Budget monitoring
- Vendor relationship management
- Process improvement
Senior (5+ years)
- System implementation and training
- Policy development
- Team supervision
- Strategic purchasing planning
Red Flags to Watch For
- No experience with basic office software
- Poor attention to detail in handling numbers
- Lack of organizational skills
- No understanding of basic business documentation
