Purchasing Assistant - Call Flow Specialist 2

Job Description

Job Description

The Purchasing Assistant - internally known as a Call Flow Specialist 2 - helps to enhance the efficiency of business processes by obtaining cost pricing for materials from vendors or other necessary sources and help prepare accurate quotes for pricing and gathers information, submitting quotes.  The purchasing assistant/CFS2 will work with vendors to coordinate the timing and means of delivery and develop contacts in the market and with vendors to help prepare accurate quotes.  In addition to being proficient at this process, this role will provide leadership, direction, and guidance to the Call Flow Specialist staff.  Duties will include training and mentoring to existing team members to be successful in their roles, as well as providing training to new Operating Companies functional counterparts. 

  Essential Functions

• Familiar with the overall call to cash process.
• Proficient with all aspects of the complete to closed portion of the process.
• Knowledgeable of company KPI’s and dashboards to articulate the financial impact of their team’s performance.
• Evaluate staff performance and provide feedback to managers.
• Facilitate individual and group meetings to solve problems and implement improvements.
• Able to assist with building training materials and feedback to adjust materials accordingly to improve the overall call to cash process.
• Knowledgeable of training materials, user guides, SOP’s, and using them to improve team members performance.
• Capable of working with cross functional teams to meet internal and external KPI’s.
• Create PO’s and place orders while organizing transportation and follow the shipment to delivery.
• Ensure continual improvement of quoting process.
• Receive calls from customers and obtain and review customer documentation for accuracy, completeness, and exactness.
• Interface with technician supervisors on any issues relating to quotes.
• Create after the fact quotes and submit for approval.
• Create and track approval or rejection of quotes via third party website daily.
• Manage third party system (TPS) quotes rejections and approvals.
• Ensure continual customer interaction thru TPS, email, and verbal communication.
• Manage follow up appointments.

• Communicate with dispatch on open calls.
• Updates in TPS.
• Review all open calls.
• Ensure PM pull through quotes are completed.

  Other Functions

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements - Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• One or more years of experience as a quoter or expeditor in the HVAC/R industry a plus.
• Good Computer proficiency.
• High school diploma or general education degree.
• HVAC/R industry knowledge or experience preferred.
• Strong organizational and communication skills.
• Good customer service/phone skills and flexibility for handling a wide range of activities.
• Data entry for accurately processing invoices and payment runs.
• Self-motivated and work well with others.
• Demonstrates time management skills.
• Flexibility and desire to take on additional responsibilities.
• Willing to learn and grow with the company.
• Ability to work independently, multi-task and prioritize tasks with strict deadlines.
• Self-motivated and works well with others.

  Physical Demands and Working Environment

Work is performed in a standard office environment.  Approximately 90% of duties performed are in a seated position. The employee must reach with hands and arms and talk and hear.  Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

Working Conditions

• Extended work hours and on-call weekends during the summer.
• 15% travel required.