Warehouse Purchasing Associate

Parts Buyer

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.

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), and 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, and 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, and 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, and usage trends. Support branch stocking programs, regional warehouse replenishment, and 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: 25 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.