Purchasing Agent

About the role

The Purchasing Agent reviews the ERP system and orders products based on management criteria. The role also includes expediting and scheduling purchases, and reporting results to management.

Responsibilities

• Use the ERP system to issue Purchase Orders, including terms and conditions, for all required materials and supplies after obtaining the best possible price and terms.
• Identify and modify replenishment values on products to adjust reorder quantities based on lead times and demand.
• Maintain an up-to-date library of catalogues and price lists.
• Stay informed on current market conditions, price trends, availability, and lead times.
• Initiate inquiries to suppliers regarding price, quality, and availability, and notify Sales of all changes.
• Follow up on all PO backorders, shortages, overages, and damages.
• Maintain personal contacts and good relations with major vendors.
• Meet with sales representatives from vendors.
• Dispose of surplus, obsolete materials, supplies, or scrap at the best possible price and terms after approval by the Purchasing Manager or Material Review Board.
• Prepare claims for shortages, damaged goods, and other adjustments as required.
• Order all warranty replacements, complete necessary manufacturer warranty forms, process returns of defective components, and prepare warranty back-charges.
• Prepare and present reports to management as required.
• Maintain the vendor database and keep the Approved Suppliers List current (all changes require Purchasing Manager approval).
• Ensure Purchase Orders are prepared in a timely and accurate manner.
• Operate the purchasing function within budget.
• Meet established deadlines and schedules.
• Prepare and file all forms and reports accurately and on time.
• Ensure Purchase Orders are complete, properly executed by all parties, and files are maintained in a neat and orderly manner.
• Set up new parts for sales in 2 hours or less.
• Maintain a 48-hour response time to Sales requests.
• Perform any other duties and responsibilities assigned by the Purchasing Manager from time to time.

Requirements

• Required: High School diploma/GED and three or more years of experience as a Purchasing Agent in a business with sales in excess of $10,000,000 per year.
• Preferred: College degree in business, accounting, or related field. Five or more years of experience as a Purchasing Agent in a similar industry with sales in excess of $10,000,000 per year.