Purchasing Agent

Job Description

Job Description

General Summary:

The Purchasing Agent is responsible for executing purchasing and material planning activities to ensure timely and accurate procurement operations for Pacific Electric Switchgear’s manufacturing needs. This role owns purchase order execution, supplier communication, pricing and lead time negotiation, and open purchase order tracking to support production schedules and inventory requirements. The Purchasing Agent works cross-functionally to ensure material availability, maintain supplier performance, and proactively resolve supply issues to prevent delays or disruptions.

Essential Functions:

• Processes and executes purchase orders in accordance with production schedules, material requirements, and company procedures
• Leads supplier communication and negotiates pricing, terms, and lead times to ensure cost-effective and timely material availability
• Manages open purchase orders and maintains open PO tracking and reporting, proactively identifying delays and ensuring material availability aligns with production schedules
• Follows up with vendors and expedites critical materials to prevent delays, shortages, or production disruptions
• Resolves supplier-related issues, including late deliveries, incorrect shipments, damaged goods, missing items, and pricing discrepancies
• Coordinates with inventory and warehouse teams to align purchasing activities with stock levels, material needs, and incoming shipments, and works with inventory to correct pricing, vendor, and product description discrepancies
• Ensures inventory alignment and material availability by actively utilizing and monitoring MRP (Material Requirements Planning) to support production schedules and operational demands
• Reviews and validates purchase requisitions, specifications, and quantities prior to order placement
• Collaborates cross-functionally with Production, Engineering, Inventory, and Quality teams to support material flow and meet operational requirements
• Supports goods receipt verification, vendor setup, and ERP data accuracy by coordinating with the Purchasing Clerk and ensuring proper documentation
• Supports pricing updates, RMAs, and purchasing records maintenance by providing information and coordination as needed
• Identifies supply risks, escalates critical issues to leadership, and prepares and supports ad hoc reports, data analysis, and information requests as needed to support purchasing operations

REQUIRED SKILLS, EDUCATION AND PROFESSIONAL EXPERIENCE:

• Purchase Order Execution and Ownership , managing the full lifecycle of purchase orders to ensure accuracy, timeliness, and alignment with production requirements
• Supplier Management, Communication, and Negotiation, leading vendor interactions and negotiating pricing, terms, and lead times to optimize cost, delivery, and supplier performance
• Material Planning, MRP Utilization, and Inventory Alignment, actively utilizing Material Requirements Planning (MRP) systems to align purchasing activities with production schedules and inventory requirements
• Open Purchase Order Tracking and Material Visibility, maintaining accurate open PO reports, monitoring material status, and proactively identifying risks to material availability
• Inventory Data Integrity and System Accuracy, working with inventory teams to ensure accuracy of pricing, vendor information, and product descriptions within ERP systems
• Problem Solving and Issue Resolution , identifying supply risks, delays, discrepancies, and supplier issues and taking corrective action to minimize operational impact
• ERP System Utilization and Data Management, maintaining accurate purchasing data, order status, and documentation within ERP systems such as SAP
• Cross-Functional Collaboration , working effectively with Production, Engineering, Inventory, Quality, and internal teams to support material flow and operational needs
• Organization, Attention to Detail, and Task Prioritization, managing multiple purchase orders and deadlines while ensuring accuracy in purchasing transactions and communication
• Microsoft Office and System Proficiency, demonstrating proficiency in tools such as Excel, Outlook, and ERP systems to support tracking, reporting, and communication
• Language and Communication Skills , ability to read, write, and speak English is required; bilingual in English/Spanish is preferred

Professional Experience/Education/Certifications :

• Bachelor’s degree in Business, Supply Chain, Operations, or related field required
• 2–5 years of purchasing, procurement, or supply chain experience in a manufacturing or industrial environment, including purchase order execution and supplier coordination
• 2–5 years of experience managing supplier relationships, including pricing negotiation, lead times, and order performance
• 2–5 years of experience working with ERP systems for purchasing and material tracking (SAP preferred)

Additional Eligibility Qualifications :

None required for this position.

Position Type / Expected Hours of Work :

Full-time, non-exempt position. Typical business hours with additional time, overtime, or schedule adjustments as needed to meet operational and production demands.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position operates primarily in an office environment and may occasionally support operations at nearby company facilities. The role routinely uses standard office equipment such as computers, phones, calculators, and photocopiers.

Other Duties :

Please note this job description is not designed to cover or contain a comprehensive listing of position duties, responsibilities, or functions that are required of the employee for this position. The role, responsibilities, duties, and activities described within the job description may change at any time with or without notice.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable persons with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use a computer or other office equipment. The employee may occasionally walk throughout office and production areas to collaborate with employees and support operational activities. The employee must be able to communicate effectively and maintain visual and hearing acuity sufficient to perform the essential duties of the position, with or without reasonable accommodation.

Physical Requirements

Working conditions and

Physical Requirements

Level of Physical Effort Normally Required for This Position

Never

<20% Occasionally

20 – 80%

Frequently

>80%

Constantly

1. Close Eye Work (computers, drawing, typing, reading, writing)

1. Sedentary (continuous sitting)

1. Light Work (standing, walking, lifting <15 pounds)

1. Moderate Work (lifting, moving, loading 15-30 pounds, prolonged use of small hand tools, climbing ladders)

1. Moderately Heavy Work (lifting, moving, loading 31-50 pounds)

1. Heavy/Hard Work (above average strength and stamina, lifting >51 pounds, constant shoveling, etc.)