Purchasing Staff
Classification: Exempt
Reports to: Director of Purchasing
Direct Reports: NA
Summary
The Purchasing Staff position is responsible for supporting the day-to-day purchasing and procurement activities of the organization, maintaining supplier relationships, analyzing purchasing and inventory data, and ensuring the timely acquisition of materials necessary to support company operations. This role requires strong organizational, analytical, and communication skills (both verbal and written), the ability to manage multiple priorities simultaneously, and the ability to work effectively with vendors, customers, and internal stakeholders in a fast-paced manufacturing and distribution environment.
Essential Functions/Duties
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Review vendor purchase order acknowledgments and create, place, modify, and maintain purchase orders to ensure accuracy of pricing, quantities, lead times, and delivery schedules.
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Maintain vendor price books, supplier records, and purchasing documentation to ensure accurate and current information.
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Review past due purchase orders, maintain accurate records, and coordinate internally and externally to prioritize critical shipments.
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Monitor purchase order dates and proactively communicate with vendors regarding order status, delays, shortages, and revised delivery commitments.
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Run, analyze, and distribute purchasing, inventory, and vendor reports as directed.
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Work with vendor representatives to gather pricing information, product availability, lead time updates, and market intelligence.
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Review and maintain import shipping data, freight information, and related documentation and identify opportunities to improve processes, reduce costs, improve service levels, and enhance supplier performance.
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Coordinate with sales, operations, warehouse, and management personnel to ensure purchasing activities align with business needs and customer requirements.
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Research and resolve discrepancies involving purchase orders, invoices, receiving documents, shipments, and vendor communications.
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Effectively communicate with vendors, transportation providers, coworkers, management, and other stakeholders through in-person discussions, telephone conversations, email correspondence, and virtual meeting platforms.
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Maintain professionalism, accuracy, and responsiveness when handling time-sensitive issues and critical business matters.
Competencies
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Ability to foster and maintain positive working relationships within and outside of the organization.
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Ability to communicate clearly, concisely, and professionally and present facts, recommendations, and solutions effectively in both oral and written form.
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Clear and effective verbal communication is an essential function of this position. The employee must be able to communicate and exchange information effectively in person, by telephone, and through video conferencing platforms with vendors, customers, coworkers, and management regarding purchasing activities, order status, pricing, inventory requirements, and operational issues.
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Strong organizational skills that reflect the ability to perform and prioritize multiple tasks simultaneously while maintaining exceptional attention to detail and accuracy.
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Proven ability to handle confidential information with discretion, adapt to competing demands, and demonstrate a high level of customer service and responsiveness.
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Ability to work effectively with minimal supervision as well as independently and within a team environment.
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Continuously focus on process improvement, identify opportunities for increased efficiency, and proactively present solutions.
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Ability to maintain a high degree of professionalism while working under pressure and managing changing priorities.
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Ability to analyze information, solve problems, make sound business decisions, and prioritize work effectively under stress while working under critical deadlines and heavy workloads.
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Must possess strong computer skills and a solid working knowledge of Microsoft Word, Excel, Outlook, and other business software applications. Ability to learn and effectively utilize ERP, purchasing, inventory management, and reporting systems is also a must.
Physical/Cognitive Demands
This is a largely sedentary role; however, walking long distances (over uneven surfaces) to/within our production facility is required. Position also requires the ability to lift boxes, open filing cabinets and bend or stand as necessary. Cognitive abilities required include deductive reasoning, information ordering, oral comprehension, oral expression, problem sensitivity, written comprehension, and written expression. The employee must be able to effectively communicate and exchange information verbally in person, by telephone, and through video conferencing platforms as part of the essential functions of the position.
Position Type/Expected Hours of Work
This is a full-time position.
Required Education and Experience
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Bachelor's degree in Business, Supply Chain, Purchasing, Operations Management, or a related field; or equivalent combination of education, training, and relevant work experience.
Preferred Education and Experience
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2-5 years of purchasing, procurement, inventory management, or supply chain experience.
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Experience in manufacturing, industrial distribution, steel, fastener, or construction-related industries with experience working with ERP or inventory management systems.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time, with or without notice
