Manager of Purchasing

Job Description

Job Description

SUMMARY OF EXPECTATIONS

The Manager of Purchasing is responsible for the day-to-day leadership, execution, and performance of the Purchasing Department within a fast-paced organic produce distribution company. This role manages and develops a team of Buyers while ensuring accurate purchasing, strong inventory position, competitive pricing, quality product flow, and alignment with company sales and margin objectives.

The Purchasing Manager serves as the primary operational leader and representative of the Purchasing Department across multiple departments including Sales, Receiving, Logistics, Quality Control, Outbound Operations, IT, and Accounting. Success in this role requires strong leadership, communication, accountability, strategic thinking, and a constant focus on continuous improvement and service to both internal and external partners.

This individual works collaboratively with the Director of Purchasing to execute company strategy, develop department goals, and drive operational excellence. The Purchasing Manager is expected to build strong grower and vendor relationships that create competitive advantages and differentiate the company in the marketplace.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Department Leadership and Team Management

• Lead, manage, and support a team of Produce Buyers in the daily execution of purchasing activities.
• Establish clear direction, expectations, accountability, and follow-through within the Purchasing Department.
• Conduct regular one-to-one meetings, coaching sessions, and performance reviews with Buyers to ensure optimum performance and professional growth.
• Foster a culture rooted in continuous improvement, urgency, teamwork, accountability, and service.
• Mentor and coach Buyers on purchasing accuracy, inventory management, product quality expectations, competitive purchasing strategies, pricing accuracy, margin management, and unit movement objectives.
• Reinforce the importance of communication, preparation, and execution in all daily operations and meetings.
• Work in the office daily to be alongside the teams and product.

Purchasing & Inventory Execution

• Oversee the daily purchasing of organic produce to ensure proper inventory levels that support customer demand and service expectations.
• Ensure products are purchased accurately, competitively, and in alignment with company quality standards.
• Monitor inventory movement, shorts, overstocks, shrink, and aging products to optimize profitability and customer satisfaction.
• Partner with Sales and Operations teams to anticipate demand shifts, promotions, seasonality, and supply challenges.
• Maintain focus on achieving company sales, unit movement, and gross margin goals.

Cross-Department Leadership

• Serve as the key Purchasing Department representative and operational leader with Sales, Receiving/Inbound Operations, Logistics/Transportation, Quality Control, Outbound Operations, IT, and Accounting.
• Work closely with the Sales Manager, Inbound Manager, and Logistics Manager to align operational execution and customer service objectives.
• Support cross-functional problem solving, communication flow, and operational efficiency throughout the company.
• Participate in operational meetings and provide purchasing insight, preparation, and leadership.

Grower and Vendor Relationships

• Build and maintain strong strategic relationships with growers, shippers, and vendors.
• Seek opportunities to strengthen the company’s competitive position through sourcing, programs, partnerships, and market intelligence.
• Negotiate effectively while maintaining long-term supplier relationships rooted in trust and performance.
• Constantly evaluate market conditions, supply opportunities, and emerging trends to create differentiation in the marketplace.

Strategy and Performance Management

• Collaborate with the Director of Purchasing to establish department goals and execute company objectives.
• Provide input, engagement, and leadership in strategic planning initiatives.
• Monitor Buyer performance metrics and operational KPIs including service levels, fill rates, inventory turns, gross margin performance, unit movement, shorts, and credits.
• Drive accountability through measurable results and consistent follow-up.

Qualifications:

• 5+ years of purchasing or produce procurement experience preferred.
• Prior leadership or management experience strongly preferred.
• Strong understanding of organic produce, seasonality, supply chains, and market conditions.
• Excellent communication, organizational, and leadership skills.
• Ability to work effectively in a fast-paced, high-accountability environment.
• Strong analytical, negotiation, and problem-solving abilities.
• Proficiency in ERP and inventory management systems preferred.
• Proficiency with Adobe, Microsoft Excel, Outlook, Word, and PowerPoint preferred.
• Perform other duties as developed, directed, and assigned.

 

SUPERVISORY RESPONSIBILITY

Core Leadership Expectations

• Lead with care, urgency, accountability, and professionalism.
• Communicate clearly and proactively.
• Prepare thoroughly for meetings and operational execution.
• Support and develop team members through coaching and mentorship.
• Operate with a service mindset toward both internal and external partners.
• Constantly looking for opportunities to improve, innovate, and differentiate the company.
• Willing and interested in working onsite (in the office) to be alongside the team and the product.

Other Skills & Abilities

Must be able to work variable hours, days, weekends & Holidays. Ability to multitask and prioritize in a time-pressured environment. Excellent organizational skills. High accuracy in work with attention to detail. Ability to complete projects in a timely manner. Ability to get along and work cooperatively with others. Positive and professional attitude. Ability to respond and positively to constructive feedback. Ability to manage a project from its initiation to completion with minimal supervision. Solution-oriented attitude with willingness to proactively solve issues. Consistently remain up to date about new techniques in the produce industry.

PHYSICAL DEMANDS

• Stand and walk or sit alternatively depending on specific needs of day. Estimate 70% of time is spent on feet and 30% sitting at desk.
• Have constant need to perform the following physical activities: bending/stooping/squatting, climbing stairs, pushing, pulling, lifting and reaching above shoulders.
• Have frequent need to perform standing and walking activities.
• Consistent need to perform the following physical activities: writing/typing, grasping/turning, finger dexterity.
• Lifting/carrying up to 50 lbs frequently and over 50 lbs occasionally.
• Vision requirements: consistent need to complete forms, view computer and phone screens. Frequent need to see small detail. Frequent need to see things clearly beyond arm’s reach.
• Hearing requirement: consistent need to communicate over telephone and in-person.

WORK ENVIRONMENT

The noise level in the work environment is generally moderate but may be high during certain times of the day due to business level. This position is exposed to temperatures varying from 34 to over 80 degrees and humidity levels carrying from 80% to 95%. There are periods of time where you may be in coolers for extended periods to check quality of product, inventory levels, etc.