Purchasing Agent

Job Description

Job Description

The Purchasing Agent is responsible for monitoring costs associated with products in both development and construction phases, collaborating with other departments to identify and implement new and more cost-efficient methods and materials, sourcing new vendors and trades, vendor/trade negotiations to obtain reduced costs, and purchase order/work order execution. Duties include:

Controlling and Reducing Costs

• Choose vendors using a balanced approach, including quality, cost, and service.
• Procure contracts and material costs at the lowest possible cost while maintaining quality and service standards.
• Work with other departments to value engineer new product and projects.
• Provide support and feedback for purchasing strategy adjustments.
• Work with peers to come up with ideas to cut costs; motivate each other to achieve these goals.
• Complete detailed estimates of costs and quantities of residential products using comparative and differential estimating techniques in Microsoft Excel and/or Google Sheets.
• Design and implement strategies that reduce build-times, cost, and maintain or increase quality standards.
• Directly responsible for purchasing information accuracy on sales documents (option prices, custom option costing and pricing, selection, colors, etc.).

New Communities

• Provide accurate quantity takeoffs for new plans.
• Create accurate material list for each new plan.
• Create accurate contract budget for each new plan.
• Negotiate with trade contractors and vendors to deliver high value.
• Create accurate lot premium budget for each new subdivision.

Variance Reporting

• Track VPOs on a dialy basis on the VPO Log.
• Forward all "VPO Approved" e-mails to the appropriate Superintendent to make them aware of the extra material thiat is ordered.
• Review the VPO Log at month end and give recommendations for changes to improve future variances.
• Submit Variance Report to the Purchasing Manager by the 25th of the month for all homes closed in the previous month.
• Process Exception Reports within 3 to 5 hours of receipt from Accounting (submit to Construction by 12PM and to Accounting by 1:30PM).

Hard Costs

• Complete all hard cost updates by the assigned deadline.
• Bid lumber by the assigned deadline.
• Run and review Hard Cost Report (following Hard Cost Process exactly).
• Run and review Option Price Updates (following Option Price Update Process exactly) and turn into Purchasing Manager 3 days prior to option price deadline.
• Enforce vendor increase policies.

Custom Options

• Track custom option requests and status on Custom Option Tracker.
• Estimate custom options (ensure all estimates are completed within 3 days of the request or within 5 days for structural requests that require a drawing).
• Responsible for the accuracy of all custom option estimates for Sales.

House Release

• Follow House Release process exactly to ensure correct variance reporting.
• Provide detailed Load Budget Request Sheet to Accounting with proper expectations when asking for budgets to be loaded.

Cost Cuts

• Strive to achieve cost cut goals each quarter through negotiating and value engineering.
• Record progress on Cost Cut Tracker.

Vendor Paperwork

• Update Vendor Paperwork Tracker every Thursday.
• Record date of the most recently signed Schedule A for all vendors.

Rebates

• Ensure that Hakes Brothers is submitting and collecting on all rebate programs on a quarterly basis by the 10th of the month.

Builder of Choice

• Help Hakes Brothers become the Builder of Choice for our trade contractors. Manage trade contractors and supplier relationships so they can accomplish their jobs effectively and efficiently. Work with trade contractors to create value for them, as well as for Hakes Brothers. Be firm but fair; be consistent and reliable;instill discipline; give ample lead times; provide proper materials to execute the job; pay on time; be a good listener, and show respect.

Manage Professional Relationships

• Cooperate with other departments and work to better the overall culture at Hakes Brothers.

Professional Appearance / Team Player

• Always look, dress and speak professionally.
• Be a Leader. Be an example to other Purchasing Agents. Be the top performer of each of the Purchasing Agent responsibilities. Be a positive voice for the company.

Vehicle

• Must own or have access to vehicle for daily work.
• Must carry a valid driver's icense and auto liability insurance.

Other

• Other duties as assigned.

Education

• Required: High School diploma or GED

Experience / Qualifications

• Preferred: At least two years' relevant experience

Skills / Abilities

• Excellent organizational skills and attention to detail
• Excellent problem-solving skills
• Excellent written and verbal communication skills

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to access and navigate all areas under consideration in all types of weather
• Ability to work in various weather conditions - heat, rain, cold, etc.