Purchasing Agent

Purchasing Coordinator

Compiles information and records to prepare purchase orders for procurement of material by performing the following duties:

Essential Duties and Responsibilities:

• Follows all Safety policies and PPE requirements of the job.
• Verifies nomenclature and specifications of purchase requests from the shop.
• Searches inventory records in our ERP system or physical warehouse to determine if material on hand is in sufficient quantity. Acts on any minimum order quantity level that has been met.
• Consults catalogs, Internet and negotiates with suppliers to obtain the lowest possible price that still meet our required specifications.
• Creates Purchase Order in our ERP system and distributes a copy to supplier.
• Create the necessary reports from the ERP system on items purchased or transferred between departments and/or shops, relative to pricing, deliveries, and inventory levels.
• Confirms accuracy of items being ordered and their related price. Resolve any discrepancies with the associates originating the purchase request.
• Communicates with suppliers on expected delivery dates that are being missed to resolve the non-conforming dates. Keep the Purchasing Manager updated on the suppliers having delivery issues and the resolutions being considered.
• Work with suppliers on rejected non-confirming supplies, parts or materials as directed by the Purchasing Manager.
• When considering competitive bids, compares prices, specifications, and delivery dates and awards the order(s) to suppliers as directed by the Purchasing Manager.
• Establishes new suppliers in advance of placing an order via New Vendor Approval process. Emergency orders from non-approved vendors will be directed by the Purchasing Manager.
• Performs weekly cycle counts as directed by the Purchasing Manager. Investigates the root cause of any discrepancies and performs the resolution to remedy the issue.
• Must be cross-functional by working in other areas under the scope of the Purchasing Manager such as: Shipping & Receiving.
• Performs other duties as assigned by the Purchasing Manager.

Competencies:

• Safety and Security – Observes all safety and security procedures; Reports potentially unsafe conditions and/or actions; Uses equipment and materials properly; Safety comes first in all aspects of the job.
• Analytical - Collects and researches data; uses intuition and experience to complement data.
• Continuous Learning - Seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
• Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; requires minimal supervision; displays understanding of how job relates to others.
• Design - Demonstrates attention to detail.
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Project Management - Coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.
• Internal Customer Service - Manages difficult or emotional internal customer situations; responds promptly to internal customer needs; solicits internal customer feedback to improve service; responds to requests for service and assistance; meets commitments; Monitors Internal customer satisfaction; develops new approaches to meeting internal customer needs.
• Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.
• Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings.
• Teamwork - Balances team and individual responsibilities; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; supports everyone's efforts to succeed.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively; able to read and interpret written information.
• Leadership - Exhibits confidence in self and others; inspires and motivates others to perform well; accepts feedback from others; gives appropriate recognition to others.
• Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
• Visionary - Displays passion and optimism performing their functions.
• Business Acumen - Understands business implications of decisions; aligns work with strategic goals.
• Conflict Resolution - Confronts difficult situations; maintains objectivity; keeps emotions under control.
• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.
• Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.
• Adaptability - Adapts to changes in the work environment; manages competing demands; able to deal with frequent change, delays, or unexpected events.
• Consultative Selling - Builds rapport and establishes trust; asks questions to discover client business needs; presents solutions that meet customer objectives.
• Achievement Focus - Demonstrates persistence and overcomes obstacles.
• Personal Appearance - Dresses appropriately for position; keeps self well groomed.
• Attendance/Punctuality - Is consistently at work and on time; arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Innovation - Generates suggestions for improving work.
• Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; makes timely decisions.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Quantity - Completes work in timely manner; strives to increase productivity; works quickly.

Qualifications:

• One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
• Prior experience working with Microsoft software.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.

(Reasonable accommodations will be made for otherwise qualified individuals with a disability.) The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.