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Warehouse Purchasing Associate

DEX Imaging -
Saint Petersburg, FL

Quick Apply

Job Details

Full-time

Qualifications

ERP systems
English
Automated procurement systems
Purchasing management systems (technically supported)

Full Job Description

The Parts Buyer is responsible for executing daily purchasing transactions and managing purchase orders for service parts across assigned branches or regions. This role ensures parts are ordered accurately, received on time, and resolved quickly to support uninterrupted field service operations.

The Parts Buyer works within established procurement strategies, supplier agreements, and inventory policies set by the National Parts Manager and Procurement leadership.

The Parts Buyer reports to the Parts Purchasing Supervisor or Parts Purchasing Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Purchasing Execution

Create and manage purchase orders for service parts across assigned branches or warehouses.
Ensure all purchases comply with:

Approved OEM and authorized supplier lists
Contracted pricing agreements
Minimum order quantities (MOQs)
Lead-time parameters
Follow centralized vs. branch-specific purchasing guidelines.
Balance order timing and quantities to support service demand while minimizing freight and expediting costs.
Maintain organized documentation of purchase activity within ERP systems.

Order Management & Expediting

Monitor open purchase orders and track order status daily.
Proactively manage:

Backorders
Partial shipments
Allocation constraints
Critical down-machine parts
Expedite orders impacting service response times or technician productivity.
Communicate delays, substitutions, and delivery changes to Inventory, Service, and Branch teams.

Vendor & OEM Coordination

Serve as day-to-day operational contact for OEMs and authorized suppliers regarding:

Order acknowledgements
Shipment confirmations
Delivery discrepancies
Verify pricing accuracy against contracted agreements.
Escalate recurring vendor performance issues (lead times, fill rate, accuracy) to the Supervisor or National Parts Manager.

Inventory Support & Replenishment

Execute replenishment orders based on:

Min/max levels

Reorder points

Usage trends
Support:

Branch stocking programs

Regional warehouse replenishment

Technician trunk stock restocking
Identify unusual usage spikes or recurring stockouts and report findings to Inventory Management.

Systems Accuracy & Controls

Maintain accurate purchasing data within ERP systems.
Ensure proper receiving confirmation and timely PO closure.
Assist with research related to receiving discrepancies or invoice mismatches.
Follow purchasing approval thresholds and company policies.
Support cycle counts and audit requests as needed.

Returns, RMAs & Credits

Process vendor returns and RMAs according to company policy.
Track open returns and ensure credits are received and applied correctly.
Coordinate with Accounting to resolve vendor credit discrepancies.

MULTI-BRANCH COMPLEXITY HANDLED BY THIS ROLE

Supporting multiple branch demand profiles
Managing inter-branch transfer requests vs. external purchasing
Handling OEM allocation constraints
Managing freight costs through consolidation when appropriate
Balancing service-level urgency with inventory control

HOW THIS ROLE WORKS WITH OTHERS

Parts Purchasing Supervisor / Parts Purchasing Manager / National Parts Manager

Receives direction on purchasing priorities and escalation issues.
Escalates systemic supplier or operational issues.

Executes replenishment based on stocking strategies and planning inputs.
Communicates usage anomalies and stock concerns.

Service Operations & Branch Leadership

Provides visibility into order status and part availability.
Supports technician uptime by expediting critical parts.

Accounting

Assists with invoice reconciliation and vendor credit resolution.

Why This Role Is Critical in Multi-Branch Dealers

In a distributed service model, poor purchasing execution leads to:

Technician downtime
Excess freight costs
Branch-level stockouts
Overbuying and inventory imbalance

MANAGEMENT AND SUPERVISORY RESPONSIBILITY

The Parts Buyer reports to the Parts Purchasing Supervisor or Parts Purchasing Manager.

Job is not responsible for managing other employees

JOB QUALIFICATIONS / SKILLS REQUIREMENTS

Required

2–5 years of purchasing, supply chain, or inventory experience preferred.
Experience in the office technology industry strongly preferred.
Familiarity with OEMs such as Canon, Konica Minolta, Ricoh, Sharp, or Kyocera preferred.
Experience using ERP or purchasing systems.
Strong attention to detail and organizational skills.
Ability to manage multiple priorities in a fast-paced service environment.

EDUCATION AND EXPERIENCE REQUIREMENTS

Preferred

Experience in the office technology industry (copiers, MFPs, printers, production print)
Supply Chain, Operations, or equivalent experience
Experience working with OEM parts suppliers (Canon, Ricoh, Xerox, Konica Minolta, Sharp, HP)
Intermediate to advanced Excel skills

Skills & Competencies

Must be able to read, write and interpret written English communication.
Execution-focused with strong attention to detail
Ability to manage high order volumes and competing priorities
Strong vendor communication and issue-resolution skills
Sense of urgency related to service impact and customer uptime
Ability to work effectively in fast-paced, service-critical environments

A successful Parts Buyer:

Protects field service uptime through disciplined purchasing execution

Maintains accurate and compliant purchasing records

Communicates proactively about order issues and delays

Manages back orders and vendor issues with urgency

Supports inventory turn while maintaining strong service levels

WORKING CONDITIONS

In person and hybrid as needed

Regular business hours. Some additional hours may be required.

Travel requirements: Domestic: Up to 10%

Climate controlled office environment during normal business hours.

Quick Apply

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