Purchasing Specialist

Description:

The Purchasing Specialist is responsible for procuring goods, materials, and services in a cost-effective manner while maintaining quality and ensuring timely delivery. This role includes sourcing suppliers, negotiating contracts, evaluating vendor performance, and managing the overall purchasing process. Strong communication with both vendors and internal teams is essential to succeed in this position.

Essential Duties and Responsibilities:

• Place and track parts orders for jobs sold by the outside sales team, including technician quotes and quoted jobs, ensuring timely delivery.
• Manage Buy and Resell orders, keeping customers informed on order status.
• Keep sales, inside sales, and service teams updated on part status changes or delays.
• Review, approve, or reject invoices for purchase orders created and route them through Document Capture to the appropriate accounting personnel.
• Communicate with vendor representatives to secure competitive pricing and maintain strong vendor relationships.
• Collaborate with accounting to ensure timely month-end closing.
• Resolve issues with incorrectly received parts by coordinating with vendors and internal teams.
• Procure additional parts needed for ongoing service orders following job meetings.
• Order and track replacement parts for items received incorrectly, and handle vendor warranty claims for sold parts.
• Notify sales staff if ordered parts do not match original quotes.
• Monitor open orders and delayed jobs, providing updates during weekly meetings to affected staff.
• Maintain accurate Service Order Comments for record-keeping and interdepartmental communication.
• Assist with answering incoming calls on the main phone line.
• Support year-end physical inventory inspections and counting.
• Perform additional duties and provide backup support as needed.

Requirements:

Education & Experience:

• High school diploma or equivalent required.
• Three to five years of office experience.
• Two to three years of experience working with customers and/or vendors.

Qualifications:

• Exceptional interpersonal and customer service skills.
• Experience collaborating with vendors.
• Familiarity with inventory and warehouse procedures.
• Ability to multitask and manage competing deadlines.
• Excellent verbal and written communication skills in English.
• Highly detail-oriented and organized.
• Proficient in Microsoft Word, Excel, and Outlook; familiarity with Navision is a plus.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. A reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand and walk; frequently required to use hands to handle or touch; and frequently required to talk and hear.[1]

[1] The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel assigned to this job. This position is at will, which means that either the employee or Gustavo Preston Company may terminate the employment relationship at any time, with or without notice and for any reason or no reason.