Purchasing Assistant

Job Description

Job Description

Job Type: Full-time

Dept.: Purchasing & Warehouse 

Classification: Non-Exempt 

EEO Code: Laborers & Helpers

Supervisor’s Title: Purchasing Manager 

Hours: Monday- Friday, 7:30am to 4:30pm with a one-hour unpaid break for lunch. Additional overtime hours may be required as business necessitates particularly during the summer months.

Date updated: September 2026

Job Summary:

The Purchasing Assistant works under the supervision of the Purchasing Manager. This person’s primary functions are to pull and verify material such as parts, equipment, and other necessary components for service & construction jobs, and to maintain a clean and functional stock room while keeping appropriate inventory levels on parts and consumable items. The Purchasing Assistant also serves as a backup to other positions in the purchasing and warehouse department. Availability for scheduled on-call/off-hours work is a requirement of this position. Additional overtime hours may be necessary as business requires them, particularly during the summer months. Flexibility and reliability are a requirement for this position.

Essential Job Functions:

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

• Pull, stage, & verify material to ensure accuracy that all required is present and accounted for.
• Note necessary tools, gas, and refrigerants on outgoing jobs for service. 
• Organize staged service jobs ensuring materials are properly aligned and tracked.
• Maintain appropriate inventory levels on parts and consumable items in the stock room. 
• Reclaim, consolidate, pull, and schedule disposal of refrigerant in accordance with procedures.
• Maintain accurate refrigerant inventory, usage, disposal, and compliance records.
• Follow company policies and procedures for the purchases of goods.
• Keep and maintain a clean, well-organized stockroom. 
• Will need to be on-call for after-hours back-up service. 
• Serve as a backup to purchasing agents and warehouse associates during absences. 
• Backup functions include but are not limited to:

- Receiving inbound mail & freight deliveries.

- Loading & unloading Donnelly box trucks.

- Running errands related to warehouse and fleet functions. 

- Issuing purchase orders for service & construction.

• Will need to maintain an acceptable attendance record by not exceeding five (5) unapproved absences per year. 

Position Requirements/Experience/ Education:

• 1-2 years’ experience in HVAC/Plumbing warehouse/supply a plus, but not mandatory.
• A high level of organizational skill is a must. 
• Reliable transportation to and from work. 
• Valid Driver's License & clean DMV.
• Able to pass Criminal/Drug screening.
• The ability to operate a box truck and work van is preferred.
• The ability to operate a forklift with proper certification is preferred. 
• OSHA 10/30 certification is preferred.

Ability Requirements:

• Parts and tools identification.
• Excellent follow-up skills.
• Ability to multi-task.
• Solid decision-making skills within the scope of the position.
• Ability to adapt to the day-to-day requirements of our Service Department. 
• Exceptional time management skills. 

Qualification Requirements:

• Knowledge of materials surrounding HVAC.
• Good written and verbal communication skills.
• Good organizational skills are necessary.

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 ____ No _ _ X___ If yes, please explain: 
4. Does this position have authorization to obligate company funds? Yes __X__ No ____ If yes, please explain: Consumables and parts inventory.
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 tools will this person need to do their job? Basic hand tools. 

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:

__C__ Around moving machinery.

__O__ Exposed to marked changes in temperature.

__F__ Exposed to dust, fumes, gases, etc.

__O__ Operates motorized equipment/tools.

__O__ Works in confined spaces.

__O__ Exposed to electrical wiring.

__F__ Works at levels at or above 6 feet.

Physical: 

__C__ Standing 

__C__ Walking

__O__ Sitting

__F__ Bending

__F__ Squatting

__N__ Crawling

__O__ Kneeling

__F__ Climbing

__O__ Balancing

__C__ Pushing/Pulling

__F__ Handling Objects (manual dexterity)

__F__ Reaching above shoulder level.

__C__ Using fine finger movements.

__C__ Speaking

__C__ Hearing

Carry/Lift Loads up to:

__Y__ -25 lbs.

__Y__ 25-50 lbs.

__Y__ over 50 lbs.