Assistant Purchasing Manager (Purchasing Operations Lead)

Assistant Purchasing Manager (Purchasing Operations Lead)

McSwain Carpets & Floors – Cincinnati, OH (On-site with limited flexibility)

Purpose
Keep the purchasing engine running day-to-day so the VP of IT & Purchasing can focus on strategy and systems. You’ll act as a player-coach—leading daily purchasing operations, vendor management, and data accuracy that powers straight-through processing in Accounting.

Reports to: VP, IT & Purchasing
Location: Cincinnati, OH (on-site with limited flexibility)
Systems: NetSuite (preferred) or SAP (power-user level)
Compensation: Base $50,000–$70,000 + 5–10% annual bonus tied to operational KPIs

What You’ll DoDaily Operations & Vendor Management

• Own the daily PO queue: release, confirmations, ETAs, expedites, and proactive updates.
• Escalate at the vendor level when delivery is at risk; document root causes and corrective actions.
• Coordinate with receiving and store ops on substitutions and “hot rush” needs to protect installation schedules.

Commodity Purchasing & Contracts

• Lead commodity buys (e.g., thinsets, adhesives, grouts, underlayments, etc.) using purchase contracts or blanket POs.
• Track contract compliance and cost consistency; flag and correct off-contract or price-drift issues.

Data Discipline & AP Alignment

• Ensure PO ↔ Receiver ↔ Vendor Bill accuracy; resolve price/quantity variances quickly.
• Partner with Accounting on 3-way match rules and weekly exception resolution.
• Close the loop with vendors on credits, short-ships, and damages.

Material Returns Leadership

• Oversee internal Return Material Authorizations (RMAs) and standardize documentation.
• Shorten RMA decision times using clear criteria and vendor policy cutoffs.
• Track vendor credits to closure; eliminate aged or orphaned RMAs.

NetSuite/SAP Collaboration (Light Systems Role)

• Use dashboards and saved searches to interpret results and take action.
• Partner with IT to refine filters, alerts, and workflows to reduce manual touches.
• Maintain clean vendor and item masters (UOM, lead times, pricing).

Light People Leadership

• Set priorities for 2–4 buyers and 2 receiving coordinators.
• Coach daily execution and step in on complex exceptions.

What You’ll Bring

• 4–7+ years in purchasing/buying, with strong NetSuite or SAP experience (saved searches, approvals, basic workflows).
• Hands-on vendor management with commodities and contracts.
• Track record improving 3-way match accuracy and reducing AP exceptions.
• Strong Excel and reporting skills.
• Clear, concise communicator across vendors, Accounting, and operations.

Success Metrics (First 6–12 Months)

Service & Delivery

• Supplier on-time delivery (A items) ≥ 95%
• Late line rate ≤ 5%
• Expedite rate and expedite freight cost trending down

AP & Data Quality

• 3-way match first-pass yield ≥ 92–95%
• Invoice exception rate ≤ 5%
• PO/Receiver accuracy ≥ 98% of lines

Commodity Contracts

• Contract compliance ≥ 95% of commodity spend
• Price variance vs. contract ≤ 1–2%
• Stable or declining unit cost on core SKUs

RMAs

• RMA decision time ≤ 5 business days (median)
• Vendor credit recovery ≥ 95% of eligible value
• Aged >30-day RMAs ≤ 10% of total

Job Type: Full-time

Pay: $50,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• On-site gym
• Paid time off
• Vision insurance

Work Location: In person