Purchasing Associate

Purchasing Associate

Department:
Finance

Reports To:

Purchasing Manager

Classification:
Full-Time | Non-Exempt

Range $21.00 -$27.00

Crestview Landscape is seeking a detail-oriented, highly organized, Bilingual ( Spanish Speaker) and driven Purchasing Associate to support the full procurement lifecycle across our landscape operations. This role is central to the profitability and efficiency of every project we execute. The ideal candidate brings a strong passion for compliance, support, and change initiatives to drive efficiency and effectiveness. Someone who thrives in a fast-paced environment where priorities shift, deadlines are real, and accuracy matters.

Review original project estimates and budgets prior to job commencement to understand material and supply requirements.

Collaborate with estimating, project managers, and field staff in confirming those materials, supplies, & outside services required for each project's success.

Identify procurement timelines and flag long-lead items early to avoid project delays.

Maintain awareness of all active project budgets and remaining purchasing requirements.

Assist in the handling of the submittal process of sold projects

Prepare material submittals based upon the project plans, drawings, contract proposal, and company preferences.

Present submittals to clients and document the approval process

Actively push for those material substitutions that the company feel are superior in nature, consistently used by our crews, more readily available, sold by our preferred vendors & suppliers, and that can generate savings.

As the Purchasing Associate, owning the submittal process is key since you will ultimately be purchasing those items that you get approved.

Source materials, plants, equipment, and supplies from qualified vendors, nurseries, and suppliers.

Solicit competitive bids and pricing from multiple vendors; evaluate total cost including delivery, quality, and reliability.

Establish and maintain strong working relationships with preferred vendors and identify backup sources for critical materials.

Continuously evaluate the vendor base - recommending additions, changes, or removals based on performance, pricing, and reliability.

Negotiate pricing, volume discounts, payment terms, and delivery schedules to maximize value for Crestview Landscape.

Update parts pricing in Sage on a consistent basis based upon the costs being paid to vendors.

Ensure master purchase orders are maintained and utilized for all partial orders as a way for the company to accurately know what has been purchased and what is remaining.

Generate accurate and complete purchase orders using company parts and assemblies.

Ensure all POs align with project budgets, job numbers, and approval authority levels.

Manage open POs proactively - following up on outstanding orders and resolving discrepancies before they become problems.

Update budgets throughout the procurement & purchasing process based upon actual costs incurred or to be incurred. Accurate budgets at all times are critical in the company knowing how much revenue is "earned" each month based upon actual costs incurred.

Notify the production teams when budget changes have been entered.

Flag budget impacts immediately & work with project managers to identify corrective actions.

Identify and report potential cost overruns before they impact project profitability.

Identify and report potential cost savings / value engineering options that could save money.

Coordinate delivery schedules with vendors to align with project timelines and field crew needs.

Communicate delivery windows to field superintendents, project managers, and yard staff in advance.

Manage last-minute delivery changes, substitutions, and expedited orders as field conditions require.

Ensure delivery logistics minimize crew downtime and keep projects on schedule.

Confirm receipt of all materials and supplies - verifying quantity, quality, and condition against purchase orders.

Document and elevate discrepancies, shortages, or damaged goods immediately.

Coordinate returns, credits, and replacements with vendors in a timely manner.

Track vendor performance in terms of on time, accurate, and quality of material deliveries.

Coordinate with the yard and warehouse team on stored…