Purchasing Agent

Job Title:

Purchasing Agent

Job Description

The Purchasing Agent reviews demand, inventory, forecasts, and system recommendations to determine purchasing needs for assigned materials and suppliers. This role creates and manages purchase orders, monitors supplier performance, and supports production and customer requirements through timely and accurate purchasing activities. The position focuses on tactical, day-to-day execution of purchasing tasks, including expediting orders, resolving discrepancies, and maintaining accurate data in ERP/MRP systems, while supporting cost savings and inventory optimization initiatives.

Responsibilities

+ Review demand, inventory levels, forecasts, and system recommendations to determine purchasing requirements for assigned materials and suppliers.

+ Create, issue, revise, and manage purchase orders while ensuring pricing, lead times, quantities, and supplier requirements are accurate and up to date.

+ Monitor supplier confirmations, shipment schedules, and delivery performance to support production schedules and customer needs.

+ Expedite critical orders, address material shortages, and coordinate solutions for supply disruptions with suppliers and internal teams.

+ Support inventory optimization by balancing service levels, working capital, and storage considerations when planning purchases.

+ Solicit quotes from suppliers, compare offerings, and support cost savings and sourcing initiatives.

+ Resolve receiving, invoice, pricing, and delivery discrepancies in collaboration with suppliers, finance, and internal stakeholders.

+ Maintain accurate purchasing, supplier, and item master data in ERP and related systems, ensuring integrity of purchasing and inventory records.

+ Prepare and maintain reports related to open orders, inventory exposure, and purchasing activities to support decision-making.

+ Ensure all purchasing activities comply with company policies and applicable quality and regulatory standards.

+ Process day-to-day purchase orders, update delivery dates, and maintain open order status to reflect current information.

+ Communicate regularly with vendors regarding rush orders, order status, and changes to delivery requirements.

+ Work closely with cross-functional departments, including quality control and receiving, to support operational purchasing needs.

+ Serve as the primary purchasing resource at the site and manage purchasing activities independently while escalating issues as needed.

Essential Skills

+ 2-5 years of purchasing, procurement, materials, or supply chain experience, preferably in a manufacturing or regulated environment.

+ Demonstrated purchasing or buying experience with a strong understanding of purchasing fundamentals.

+ Experience using ERP/MRP systems to manage purchase orders, supplier records, and inventory-related transactions.

+ Ability to understand and act on MRP signals and work effectively within a purchasing system.

+ Experience soliciting quotes and comparing supplier offerings to support sourcing and cost-saving initiatives.

+ Strong transactional accuracy and diligence in processing purchase orders and related documentation.

+ Ability to work independently as the primary purchasing resource at the site.

+ Strong communication and follow-up skills for effective vendor interaction and internal coordination.

+ Strong Microsoft Office skills, particularly Excel.

+ Strong analytical, problem-solving, and organizational skills.

+ Ability to manage multiple priorities, work cross-functionally, and build effective supplier relationships.

Additional

Skills & Qualifications

+ Bachelor's degree in business, supply chain, operations, finance, or a related field preferred; equivalent relevant experience may be considered.

+ Professional certification such as CPSM, CPM, or APICS/ASCM is a plus.

+ Fragrance or related industry experience is a plus, but not required.

+ Knowledge of existing or relevant vendors in the industry is helpful.

+ Relevant certifications such as CPIM or APICS-type credentials may be considered in place of a degree.

Work Environment

This is a tactical and transactional purchasing role focused on day-to-day execution rather than strategic category management. Primary responsibilities include processing purchase orders, expediting orders, updating delivery dates, maintaining open orders, and communicating with vendors about rushes and order status. The position is based at a small site with approximately 56 employees, offering a close-knit and collaborative environment. The Purchasing Agent will work closely with departments such as the quality control lab and receiving teams to support operational needs.

The role reports into a procurement leader located at another site and requires a high level of independence and self-management. This is a first-shift position with a Monday-Friday schedule from 9:00 a.m. to 5:00 p.m. The organization promotes a great company culture with a laid-back environment and offers opportunities for growth and movement into…