Purchasing Agent

The Purchasing Agent manages the end-to-end purchasing process for stock and nonstock equipment and parts, ensuring timely and accurate order placement, follow-up, and vendor coordination. This role processes requisitions, researches products, clarifies specifications, creates purchase orders, and expedites back orders while maintaining accurate product and vendor information. The Purchasing Agent supports inventory authorization levels for central warehouses, branches, and trucks, and works closely with internal stakeholders and external vendors to keep projects and operations running smoothly.

• Place purchase orders for stock and nonstock equipment and parts in a timely and accurate manner.
• Process requisitions by reviewing requirements, clarifying specifications, and ensuring all necessary information is complete before creating purchase orders.
• Research products and vendors to confirm availability, specifications, and suitability for requested applications.
• Create and issue purchase orders, ensuring correct pricing, terms, quantities, and delivery details.
• Expedite back orders by following up with vendors, monitoring order status, and communicating updates to internal stakeholders.
• Select vendors based on price, quality, delivery performance, and existing relationships, while maintaining up-to-date vendor information.
• Maintain current and accurate product information files, including descriptions, specifications, and vendor details.
• Assist in setting and maintaining authorization levels for central warehouse, branches, and truck inventory to support appropriate stocking levels.
• Communicate effectively with project managers, installation managers, service managers, and other internal personnel to understand purchasing needs and priorities.
• Interact frequently with external vendors to confirm orders, resolve issues, and support negotiation of terms and pricing.
• Manage and prioritize daily tasks such as monitoring the shared mailbox, confirming orders, completing follow-up work from the previous day, and reviewing next-day errors and expedites.
• Review and process first-day setups and assign requisitions according to established workflows and schedules.
• Work from a master spreadsheet of primary vendors sorted by commodity and manage assigned vendors, including acting as a secondary buyer when colleagues are out of the office.
• Handle an ABC list of vendors without assigned buyers, ensuring their orders and issues are addressed promptly and evenly across the team.
• Use Microsoft Teams to store, organize, and access files, channels, and groups related to purchasing activities.
• Perform manual workflow tasks, including applying watermarks to purchase orders and other documentation, while maintaining accuracy and efficiency.
• Maintain a high sense of urgency when processing orders, resolving issues, and responding to internal and external communications.
• Work under time constraints in a detailed and organized manner to meet deadlines and support operational needs.
• Assimilate information from multiple sources, make sound purchasing decisions, and document actions clearly and accurately.

• Two years’ experience as a buyer or an equivalent combination of experience, education, or training that provides the required level of knowledge, skill, and ability.
• Proficiency in purchasing and purchase order processes within a supply chain environment.
• Knowledge of basic typing skills with strong emphasis on accuracy and understanding of the legal aspects of purchasing.
• Ability to communicate effectively with sales representatives and internal personnel by telephone, in person, and through written communication.
• Ability to assimilate information quickly…