Service Purchasing Agent

Job Description

Job Description

Purchasing Agent (Service)

Job Type: Full-time

Dept.: Purchasing 

Classification: Non-Exempt

EEO Code: Professional 

Supervisor’s Title: Purchasing Manager 

Hours: Monday- Friday, 8am to 5pm with one hour lunch. Additional hours may be required as business necessitates particularly during the summer months. 

Date updated: September 2026

Job Summary: 

Purchase goods and services for the company in an efficient, ethical, and economical manner following established policies and procedures in processing purchase orders

Essential Job Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Follow company policies and procedures for the purchase of goods and services.
• Negotiate discounts, volume purchasing discounts, OEM pricing, etc.
• Select vendors based on price, capability, and performance, following departmental guidelines.
• Make certain that purchasing documents are accurate and that the terms and conditions of purchases are appropriate.
• Attain quotes, place orders, and manage delivery of parts/material/equipment and services as needed. 
• Ensure all material is delivered accurately and in timely manner to provide optimum service to clients.
• Manage material ordering of approved service work to provide optimum quality and ensure maximum profitability.
• Support service staff in estimate process to ensure timely delivery.
• Coordinate truck stock inventory process in accordance with company objectives.
• Manage vendors/suppliers to ensure best cost savings and continually develop cost savings initiatives with parts, supplies, stock, delivery, etc.
• Re-order shop inventories via minimum and maximum quantity.
• Re-order company tools/equipment and recommend replacements and repairs when necessary. 
• Will need to be on-call for afterhours back-up service for warehouse. 

• Maintains proper safety standards in accordance with Donnelly regulations. 
• Will need to maintain an acceptable attendance record by not exceeding five (5) unapproved absences per year. 

Additional Functions: 

• Purchase for assigned zone technicians, coordinators and supervisors. 
• Ensure prices are entered on Purchase Order.
• Cross check materials received with back up paperwork.
• Group all associated orders for the same Service Order and stage in bin location.

• Call vendors to expedite orders and follow up for scheduled delivery dates.

• Inspect return bin daily for parts to be returned, put into Donnelly stock, or thrown away.
• Select and process RTV for credit and coordinate with warehouse for return. 
• Manage shop inventory. 

Position Requirements/Experience/ Education:

• Minimum of 5 years’ experience in Purchasing within HVAC industry. 
• Associates Degree in Business Administration/ Production Management. 
• Must be able to manage vendors as needed. 
• Will provide purchasing solutions for multiple vendors and negotiate best prices. 

Ability Requirements:

• Excellent follow-up skills 
• Ability to set clear expectations and speak to customer needs.
• Ability to multi-task and meet deadlines.
• Solid decision-making skills within the scope of the position.

Qualification Requirements:

• Good verbal and written communication skills.
• Planning, organizing, time management, prioritizing, flexibility, adaptability.
• Problem assessment and problem solving.
• Information gathering and information monitoring.
• Demonstrated accuracy and attention to detail.

Functional Details: 

1. Is this position closely, moderately, or minimally supervised? Moderately supervised.
2. Does this position have supervisory responsibility (i.e., responsible for hiring, firing, performance appraisals, etc.)? Yes __ ___ No __ X_ __ If yes, list the number and title for positions that directly or indirectly report to this position (i.e., three secretaries, four programmers, etc.): 
3. Does this position have access to confidential information? Yes _X____ No _ _ If yes, please explain: Yes, access to purchase inventory on the company’s behalf. 
4. Does this position have authorization to obligate company funds? Yes __ X ___ No __ __ If yes, please explain: Yes, based on Director of Purchasing discretion.
5. This position requires what level of understanding of the English language? 
   Fluent _X____ Basic _____ None______  
6. Will this person be required to pass a criminal background check, drug screening, DMV search, and reference verification? Yes _X____ No _ ____

If yes, please explain: He/she will need to successfully pass all the above screening requirements. 

1. What type of equipment will this person need to do their job? Computer, phone. 

Physical Requirements: 

Are there specific physical or environmental demands associated with this position? (Mark each activity with frequency level of either “C” constant; “F” frequent; “O” occasional; or “N” never.)

Environmental/Equipment:

__O__ Around moving machinery

__O__ Exposed to marked changes in temperature

__O__ Exposed to dust, fumes, gases, etc.

__O__ Operates motorized equipment/tools

__O__ Works in confined spaces

__O__ Exposed to electrical wiring

__O__ Works at levels at or above 6 feet

Physical: 

__O__ Standing 

__O__ Walking

__F__ Sitting

__O__ Bending

__O__ Squatting

__N__ Crawling

__N__ Kneeling

__O__ Climbing

__N__ Balancing

__O__ Pushing/Pulling

__O__ Handling Objects (manual dexterity)

__O__ Reaching above shoulder level

__F__ Using fine finger movements

__F__ Speaking

__C__ Hearing

Carry/Lift Loads up to:

__Y__ 25 lbs.

__Y__ 25-50 lbs.

__N__ over 50 lbs.