Purchasing

BASIC FUNCTION

The basic function of Purchasing Agent is to review ERP System and order products based on the criteria set by management.

The functions of the Purchasing Agent II also include the expediting and scheduling of purchases and the periodic reporting of results to Management.

REPORTING RELATIONSHIPS

The Purchasing Agent reports to the Purchasing Manager

No position reports to the Purchasing Agent.

AUTHORITY

The Purchasing Agent is authorized to purchase only those items appearing on their replenishment report. Any deviation of compound will require the approval of the Material Review Board unless otherwise establish by the Account Manager. 

DUTIES AND RESPONSIBILITIES (Not inclusive of)

The duties and responsibilities of the Purchasing Agent include, but are not limited to:

•  Using the ERP system, 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 that may need to have reorder quantities raised or lowered based on lead times and demand.
• Maintain library of up-to-date catalogues and price lists.
• Keep informed on current market conditions, price trends, availability, lead time, etc.
• 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 at the best possible price and terms any surplus or obsolete materials and supplies or scrap after approval by the Purchasing Manager or if necessary, the Material Review Board.
• Prepare claims for shortages, damaged goods, and other adjustments as required.
• Order all warranty replacements required, complete necessary manufacturer warranty forms, process return of defective components as applicable, and prepare any warranty back-charges.
• Prepare and present reports as required to management.
• Maintain the vendor database and keep the Approved Suppliers List current. All changes require the Purchasing Managers approval.
• Purchase Orders are prepared in a timely and accurate manner.
• The purchasing function is operated within budget.
• Established deadlines and schedules are met.
• All forms, reports, etc. are prepared accurately and filed on time.
• Purchase Orders are complete and 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.
• Any other duties and responsibilities that may be assigned by the Purchasing Manager from time-to-time

EDUCATIONAL 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.