The Purchasing Manager is responsible for developing, managing, and overseeing the purchase order process across all company entities, departments, and locations. This position reports directly to the Chief Administrative Officer and works closely with Accounting, department leaders, operational teams, and authorized purchasers to ensure purchase requests are properly documented, approved, coded, issued, tracked, received, reconciled, and closed.
The Purchasing Manager serves as the primary owner of the purchase order process and purchasing workflow. This role establishes consistent procedures, maintains accurate purchasing records, monitors outstanding commitments, resolves discrepancies, and ensures purchases comply with established approval requirements and internal financial controls.
-
Manage the purchase order process from the initial purchase request through final reconciliation and closure.
-
Review purchase requests for completeness, proper authorization, supporting documentation, budget alignment, vendor information, and appropriate generalledger coding.
-
Prepare and release purchase orders only after completed and fully approved purchase requests are received.
-
Ensure purchases comply with established authorization limits, purchasing procedures, and internal financial controls.
-
Maintain an accurate purchase order log and monitor all open, partially received, completed, canceled, and outstanding purchase orders.
-
Confirm that goods and services have been received and appropriately documented before purchase orders are closed or related invoices are approved for payment.
-
Research and resolve discrepancies involving quantities, pricing, coding, approvals, receipts, invoices, and payment status.
-
Coordinate with the appropriate Accounting Manager to ensure vendor invoices are supported by valid purchase orders, required approvals, and receiving documentation before payment is processed.
-
Prevent duplicate purchase orders, unauthorized purchases, and payments exceeding approved purchase order amounts.
-
Review purchase order amendments, change orders, cancellations, and exceptions for proper authorization and documentation.
-
Monitor outstanding purchase orders and follow up with department leaders regarding delayed receipts, incomplete documentation, unused balances, and orders requiring closure.
-
Maintain accurate vendor information and coordinate required vendor setup documentation with accounting.
-
Confirm that required tax forms, payment information, insurance documentation, and other vendor records are received/provided before vendor activation, when applicable.
-
Review purchasing activity for unusual transactions, split purchases, repeated exceptions, missing approvals, or other potential internalcontrol concerns.
-
Prepare regular reports regarding purchase order activity, outstanding commitments, aging open orders, spending trends, exceptions, and departmental compliance.
-
Support monthend and yearend closing activities by reviewing open purchase orders, outstanding commitments, receivedbutnotinvoiced items, accruals, and incomplete transactions.
-
Develop and maintain purchase order procedures, approval workflows, forms, checklists, and documentation standards.
-
Train employees and managers on purchase request requirements, approval procedures, documentation expectations, and use of the purchase order system.
-
Serve as the primary point of contact for questions regarding purchase requests, purchase order status, required approvals, receiving documentation, and process exceptions.
-
Coordinate with department leaders to address urgent purchasing needs while maintaining appropriate authorization and documentation requirements.
-
Maintain complete and organized purchasing records in accordance with recordretention requirements and internal controls.
-
Provide purchase order documentation and reports for audits, financial reviews, budget monitoring, and other compliance requests.
-
Identify process gaps and recommend practical improvements to purchasing workflows, system configuration, reporting, and internal controls.
-
Perform other related duties as assigned.
This position may provide functional direction, process oversight, and training to employees involved in purchase requests, receiving documentation, invoice processing, or purchasing administration.
Direct supervisory responsibilities may be assigned as the organization grows.
-
Five or more years of experience in purchasing, procurement administration, accounting operations, or a related function.
-
Demonstrated experience managing purchase orders, approval workflows, invoice matching, receiving documentation, and purchasing records.
-
Experience with multilocation purchasing and intercompany accounting structures.
-
Strong attention to detail and the ability to identify, investigate, and resolve discrepancies independently.
-
Ability to manage a high volume of transactions and recurring deadlines across multiple entities, departments, and locations.
-
Proficiency in Microsoft Excel and experience working with accounting, enterprise resource planning, or purchasing systems.
-
Strong organizational, analytical, processmanagement, and recordkeeping skills.
-
Ability to communicate requirements clearly and work effectively with Accounting, Operations, department leaders, vendors, and executive leadership.
-
Ability to maintain confidentiality and exercise sound judgment when handling financial and vendor information.
-
Bachelor’s degree in accounting, finance, business administration, supply chain management, or a related field preferred.
-
Experience supporting purchasing in a multientity, manufacturing, industrial, construction, or startup environment.
-
Experience developing or implementing purchase order procedures, approval matrices, and internal controls.
-
Experience supporting financial audits and monthend or yearend closing activities.
-
Professional certification in purchasing, procurement, supply chain management, or a related field.
This position is based in a standard office environment located within an active industrial manufacturing facility. The role involves frequent sitting, use of a computer and telephone, and routine tasks such as filing, organizing, and light walking throughout the office and plant administrative areas. Occasional lifting of up to 20 pounds (e.g., boxes of paper, supplies, or packages) may be required. The office environment is climate-controlled, though proximity to the plant floor may result in occasional exposure to industrial noise. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.
Deep Blue Outsourcing is an Equal Opportunity Employer committed to fostering a diverse and inclusive workforce. All employment decisions are based on qualifications, merit, and organizational needs, without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other characteristic protected by applicable federal, state, or local law.
This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of duties, responsibilities, or qualifications. Management reserves the right to revise, amend, or modify this description at any time based on business needs. Nothing in this document constitutes or implies a contract of employment.
Deep Blue Outsourcing provides operational, administrative, and business support services across multiple companies within our growing organization, including 20th State Energy. 20th State Energy is a fast-growing industrial and operations-focused company committed to safety, accountability, innovation, and operational excellence. As the company continues to grow, we are looking for individuals who thrive in fast-paced environments, communicate well, take initiative, and want to grow alongside the organization. Employees have the opportunity to make a direct impact while helping build processes, improve systems, and support day-to-day operations as part of a collaborative and team-focused environment.
