Purchasing Assistant

Job Description

Job Description

Job Summary

The Purchasing Agent is responsible for purchasing maintenance parts, production supplies, raw materials, tools, equipment, and other materials needed to support plant operations. This position manages storeroom inventory, receiving, purchase orders, invoice processing, and inventory accuracy to help prevent material shortages and minimize unnecessary spending.

The Purchasing Agent works closely with Maintenance, Production, plant leadership, and the Corporate Purchasing and Accounting teams at Cherokee Brick & Tile Company's corporate location in Macon, Georgia. Although the position includes administrative duties, the office is located within the plant storeroom, and the role requires regular movement throughout inventory storage areas and the plant.

The successful candidate must develop a working knowledge of plant equipment, machinery, manufacturing processes, and maintenance operations to make informed purchasing decisions, identify appropriate replacement parts, and maintain accurate inventory records. Inventory accuracy must be maintained throughout the year through regular cycle counts, audits, and reconciliation in preparation for the annual physical inventory each September.

Essential Job Functions

• Purchase maintenance parts, production supplies, raw materials, tools, equipment, and other materials required for plant operations.
• Obtain and compare vendor pricing, quotes, availability, quality, and delivery schedules.
• Establish and maintain positive relationships with vendors and suppliers.
• Create and process purchase orders using the AS400 system.
• Receive, inspect, verify, and document incoming shipments.
• Organize, label, secure, and maintain inventory in the storeroom and other designated storage locations.
• Issue inventory to employees and accurately record transactions, including the appropriate department, equipment, project, or general ledger account.
• Monitor inventory levels and reorder materials before shortages affect production or maintenance.
• Conduct weekly raw material inventory counts, track usage, and communicate inventory levels and delivery needs to plant management.
• Perform routine cycle counts, inventory audits, and reconciliations throughout the year.
• Investigate and resolve inventory discrepancies and maintain accurate records in preparation for the annual physical inventory each September.
• Develop a working knowledge of plant equipment, machinery, manufacturing processes, and maintenance operations.
• Research replacement parts, verify compatibility, identify acceptable alternatives, and coordinate with Maintenance regarding critical spare parts and future needs.
• Review vendor invoices against purchase orders and receiving documentation for accuracy.
• Code invoices, assign purchases to the appropriate general ledger accounts and cost centers, and enter invoices into AS400 accurately and timely.
• Work with Corporate Accounting to resolve invoice discrepancies, pricing issues, receiving concerns, vendor questions, and coding issues.
• Maintain accurate purchasing, receiving, inventory, and accounting documentation.
• Monitor inventory costs and identify opportunities to improve inventory control, reduce waste, and control expenses.
• Communicate purchasing delays, inventory shortages, and critical material concerns to supervisors and plant management.
• Coordinate with the Corporate Purchasing and Accounting teams to maintain consistent purchasing, inventory, receiving, and accounting practices.
• Serve as the primary purchasing and inventory contact for the Jackson plant.
• Travel to the corporate location in Macon, Georgia, as needed for training, collaboration, inventory support, system updates, and special projects.
• Perform other duties as assigned to support plant operations.

Physical Requirements

• Ability to stand and walk for extended periods throughout the storeroom, office, and plant inventory storage areas.
• Frequent reaching, bending, stooping, kneeling, crouching, squatting, twisting, and climbing stairs.
• Ability to lift and carry materials weighing up to 50 pounds frequently and up to 100 pounds occasionally with assistance when necessary.
• Frequent pushing, pulling, and handling of inventory, parts, tools, equipment, and supplies.
• Ability to use hands and fingers to handle inventory and operate computers, barcode scanners, and office equipment.
• Ability to visually inspect inventory, equipment, labels, and materials for accuracy.
• Ability to operate forklifts and other material-handling equipment after completing required training and certification.
• Ability to wear required personal protective equipment (PPE) in designated work areas.

Work Environment

• Combination office, storeroom, inventory storage, and industrial manufacturing environment.
• Office located within the plant storeroom, requiring regular movement between office and operational areas.
• Regular interaction with Maintenance, Production, plant leadership, vendors, delivery personnel, and the Corporate Purchasing and Accounting teams in Macon, Georgia.
• Exposure to dust, noise, forklifts, moving equipment, and manufacturing operations.
• Required use of PPE in designated operational and inventory storage areas.

Knowledge, Skills, and Abilities

• Experience with purchasing, inventory control, receiving, and storeroom operations.
• Working knowledge of purchasing, inventory management, receiving, and basic accounting principles.
• Ability to accurately code invoices and assign purchases to the appropriate general ledger accounts and cost centers.
• Ability to reconcile purchase orders, receiving documentation, invoices, and inventory records.
• Experience with AS400 or similar inventory and accounting software preferred.
• Proficiency with Microsoft Office.
• Strong mathematical, analytical, organizational, and problem-solving skills.
• Ability to learn plant equipment, machinery, manufacturing processes, and maintenance operations.
• Ability to research unfamiliar parts, verify compatibility, identify alternatives, and anticipate purchasing needs.
• Strong attention to detail and commitment to inventory accuracy.
• Effective communication and interpersonal skills when working with vendors, plant employees, supervisors, and corporate teams.
• Ability to manage multiple priorities, meet deadlines, and resolve issues promptly.
• Demonstrated integrity, accountability, professionalism, cost-consciousness, and commitment to continuous improvement.

Professional Expectations

The Purchasing Agent is expected to:

• Demonstrate honesty, integrity, professionalism, and sound judgment in all purchasing, inventory, and financial transactions.
• Take ownership of assigned responsibilities and follow tasks through to completion.
• Maintain accurate inventory records through regular counts, audits, and reconciliation.
• Exercise attention to detail when processing purchase orders, inventory transactions, invoices, and general ledger assignments.
• Develop the knowledge necessary to make informed purchasing decisions and identify appropriate parts and materials.
• Communicate promptly regarding shortages, delays, discrepancies, and issues affecting plant operations.
• Maintain positive working relationships with plant personnel, vendors, and corporate teams.
• Identify opportunities to improve purchasing practices, inventory accuracy, cost control, and operational efficiency.

Education and Experience

• High school diploma or GED required.
• Two (2) to five (5) years of purchasing and inventory control experience required.
• Manufacturing or industrial experience strongly preferred.
• Experience with AS400 or similar software preferred.
• Forklift experience preferred.
• An equivalent combination of education, training, and experience will be considered.

Schedule

• Day Shift: Monday–Friday, 7:00 AM–4:00 PM.
• Weekend, holiday, and overtime work may be required based on operational needs.
• Additional hours may be necessary during annual inventory, plant shutdowns, or special projects.
• Occasional travel to the corporate location in Macon, Georgia, may be required.
• Work schedules may vary based on business needs.

Safety Requirements

• Follow all company safety policies and procedures.
• Complete required safety training.
• Wear required PPE while performing job duties.
• Immediately report unsafe conditions, incidents, or injuries.
• Participate in safety meetings.

Essential Functions and Reasonable Accommodation

Cherokee Brick & Tile Company is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA). Employees must be able to perform the essential functions of the position, with or without reasonable accommodation. Employees who require accommodation should contact Human Resources.

Equal Opportunity Employer Statement

Cherokee Brick & Tile Company is an equal opportunity employer. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.

Disclaimer

This job description describes the general nature and level of work performed in this position and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Specific duties, equipment, processes, schedules, and operational requirements may vary by location. Duties and responsibilities may be modified, added, or reassigned at any time to meet business needs.

***Drug and Alcohol Testing Requirement: Cherokee Brick & Tile Company & Affiliates is a drug-free workplace. The selected applicant for this position must successfully complete a post-offer drug and/or alcohol test as a condition of employment. Refusal to test or failure to comply with the testing process may result in withdrawal of a conditional offer of employment.***