Purchasing Assistant

The Arcticom Group (“TAG”) is a U.S.-based network of commercial and industrial mechanical services companies providing HVAC/R service, maintenance, and installation across North America. TAG is committed to being an “employer of choice,” offering a workplace where employees can build long-term careers, develop their skills, and grow professionally.

About the role

TAG Refrigeration is seeking a Purchasing Assistant (internally known as a Call Flow Specialist 2) to support advanced service work in the Jurupa Valley, CA area. The Purchasing Assistant helps enhance the efficiency of business processes by obtaining cost pricing for materials from vendors or other necessary sources, preparing accurate quotes, and gathering information. This role involves working with vendors to coordinate delivery timing and methods, developing market contacts, and providing leadership and guidance to Call Flow Specialist staff.

Responsibilities

• Familiar with the overall call-to-cash process.
• Proficient with all aspects of the complete-to-closed portion of the process.
• Knowledgeable of company KPIs and dashboards to articulate the financial impact of team performance.
• Evaluate staff performance and provide feedback to managers.
• Facilitate individual and group meetings to solve problems and implement improvements.
• Assist with building training materials and adjust them to improve the overall call-to-cash process.
• Knowledgeable of training materials, user guides, SOPs, and using them to improve team members' performance.
• Work with cross-functional teams to meet internal and external KPIs.
• Create POs, place orders, organize transportation, and track shipments to delivery.
• Ensure continual improvement of the quoting process.
• Receive calls from customers and review documentation for accuracy and completeness.
• Interface with technician supervisors on quote-related issues.
• Create after-the-fact quotes and submit for approval.
• Create and track approval or rejection of quotes via a third-party website daily.
• Manage third-party system (TPS) quote rejections and approvals.
• Ensure continual customer interaction through TPS, email, and verbal communication.
• Manage follow-up appointments and communicate with dispatch on open calls.
• Update TPS and review all open calls.
• Ensure PM pull-through quotes are completed.
• Perform other related duties as assigned to ensure the efficient functioning of the work unit.

Requirements

• One or more years of experience as a quoter or expeditor in the HVAC/R industry (preferred).
• 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 and phone skills.
• Flexibility for handling a wide range of activities.
• Data entry skills for accurately processing invoices and payment runs.
• Self-motivated and able to work well with others.
• Demonstrates time management skills.
• Flexibility and desire to take on additional responsibilities.
• Willingness to learn and grow with the company.
• Ability to work independently, multi-task, and prioritize tasks with strict deadlines.

Physical Demands and Working Environment

• Work is performed in a standard office environment.
• Approximately 90% of duties are performed in a seated position.
• The employee must reach with hands and arms and talk and hear.
• Specific vision abilities required include close vision, distance vision, color vision, and ability to adjust focus.
• Extended work hours and on-call weekends during the summer.
• 15% travel required.

Benefits

With competitive compensation and a strong benefits package, TAG offers a workplace where employees can build long-term careers and grow professionally.