Purchasing Agent

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Employee Type: Regular

The purchasing agent is responsible for overseeing procurement activities and coordinating remote warehouse inventory. This role also supports various departments by assisting with job setup and cost tracking to ensure efficient project execution.

Job Description:
 

ESSENTIAL DUTIES:
•    Issue purchase orders and ensure the timely procurement of materials, supplies and equipment.
•    Coordinate with vendors to track orders, manage delivery schedules and resolve discrepancies.
•    Assist with vendor negotiations to improve pricing, terms and service levels.
•    Monitor and manage remote warehouse inventory levels, as well as reconcile parts and fuel inventories.
•    Ensure proper documentation and receipt of goods, including packing slips and invoices.
•    Manage vendor and subcontractor contracts, monitor terms and renewals and ensure compliance with project specifications and legal standards.
•    Review all equipment rental and lease agreements, and enter them into lease management software.
•    Request and maintain certificates of insurance from subcontractors and provide them to rental vendors.
•    Assist the bidding team by obtaining quotes and proposals from qualified vendors. 
•    Collaborate with project managers and supervisors on initial job setup. 
•    Schedule materials and deliveries based on job timelines and location requirements.
•    Track and allocate costs to appropriate jobs and cost centers.
•    Collaborate with accounting to review open purchase orders during the month-end process for accruals.
•    Create open commitment reports to support project cost forecasting.
•    Assist with month-end and year-end closing activities, including journal entries and reconciliations.
•    Support internal and external audits by providing required approvals and documentation.
•    Ensure compliance with GAAP, company policies and regulatory requirements.
•    Identify and implement process improvements to increase efficiency within the department.
•    Support operations through maintenance planning and creating work orders. 
•    Assist with purchase justifications and analyze market trends to identify cost-saving opportunities and make recommendations to leadership.
    
OTHER DUTIES:
•    Assist with other office and administrative functions as needed.
•    Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:
•    Strong business acumen, communication and problem-solving skills.
•    Knowledge of procurement practices
•    Strong organizational and planning skills.
•    Ability to manage multiple priorities in a fast-paced environment.
•    Basic knowledge of accounting principles and inventory management.
•    Proficiency in Microsoft Office Suite and have experience with data preparation.
•    Experience with ERP systems, such as JD Edwards or Oracle.
•    Ability to work collaboratively with internal teams and meet the needs of external parties.
•    Some travel may be required.

EDUCATION & EXPERIENCE:
•    Bachelor's degree in business administration, accounting or a related field, plus two or more years of related experience.

ANALYSIS OF PHYSICAL DEMANDS OF POSITION:
•    Intermittent: lifting and carrying up to 25 lbs. (boxes, books, office supplies); climbing, balancing, kneeling, and crawling (retrieving/placing objects from/to shelves, retrieving/filing files); depth perception (walking, driving).
•    Occasionally (0 – 1/3 of workday): standing and walking (copy machine, printer, meetings, filing, visit employees’ office); pushing and pulling up to 25 lbs. (closing/opening desk/file cabinet drawers, moving boxes, using dolly/mail cart, opening/closing doors); stooping and crouching (filing/retrieving files).
•    Frequently (1/3 – 2/3 of workday): grasping (talking on phone, picking up books/files); color vision (filing, charts/reports, presentations, communication materials).
•    Continually (2/3 – 3/3 of workday): sitting (computer/desk work, meetings); reaching (retrieving/placing objects from/to top shelves, filing, desk work); fingering (computer work, calculator, paperwork, writing, keyboarding), speaking and hearing (discussing assignments/projects/ideas/situations, giving/receiving instructions, presentations, meetings, telephone/voicemail, interviewing); seeing (reading, writing computer/desk work, presentations); repetitive motion (typing, work on a calculator, paperwork, writing, keyboarding).
 

EEO Statement:

We are an equal opportunity employer and we do not discriminate. You must meet at least the specific minimum requirements listed above to be considered a qualified applicant.