Purchasing Manager

Description

SUMMARY
The Purchasing Manager is responsible for working with the brand management team to prepare sales forecasts, order product to support the forecasts and the transferring of inventory between locations to help maintain targeted and balanced inventory levels.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
•    Set-up and maintain master files for product and order vendors. 
•    Maintain organized file structures by supplier. 
•    Maintain an overall inventory level consistent with the company’s target levels for each SKU.   
•    Diligently monitor and adjust DOH levels to meet market and seasonality trends. 
•    Analyze inventory levels daily to minimize over-stock conditions (leading to inventory write-offs or fire-sales) or out-of-stock conditions (leading to lost sales).   
•    Take proactive steps to source or outsource items with problematic inventory levels which could result in either shortages or overages. 
•    Communicate daily current and forecast out of stock situations, new items, current inventory levels, production issues and date issues to relevant parties within the organization. 
•    Maintain contact with Sales Manager, Brand Managers and Division Sales Managers to firm up sales projections for up-coming months and investigate sales trends. 
•    Work with sales and brand managers to coordinate various seasonal offerings including coordination of a seasonal transition schedule. 
•    Develop reports in the Route Accounting System necessary to extract information relevant to the ordering process.   
•    Develop reports to analyze sales / forecast data used in the order process. 
•    Compile data from sources such as contracts, purchase orders, invoices, requisitions, and accounting reports. 
•    Enter information into computer to maintain inventory, purchasing, shipping, or other records.  This includes updating purchase information on a daily basis. 
•    Meet supplier deadlines daily. 
•    Place orders and configure loads in supplier ordering systems. 
•    Identify “Hot Loads” with the trucking companies and the various Warehouse Managers to limit out of stock and also adhere to delivery appointment schedule. 
•    Participate in scheduled supplier conference calls about inventory and travel to supplier meetings as they relate to inventory. 
•    Balance inventories between the two companies to optimize profitability and minimize out-of-stock situations.  Manage transfer schedule, including driver, to ensure efficient movement of inventory. 
•    Maintain communication with the warehouse and receiving team about inventory and inbound freight. 
•    Works closely with supplier representatives as needed to better facilitate forecasting and their ordering processes. 
•    Participate in all physical inventories (normally 3 per year) including the year-end physical inventory. 
•    Provide support to accounting and sales related to operation issues that arise related to inventory.  This might include receiving, location movement, cycle counts, etc. 
•    Perform other duties as assigned or required. 
 
COMPTENCIES REQUIRED 
Analytical – Synthesizes complex or diverse information; uses intuition and experience to complement data. 
Problem Solving – Identifies and resolves problems in a timely manner; develops alternative solutions; uses reason even when dealing with emotional topics. 
Technical Skills – Strives to continuously build knowledge and skills; Shares expertise with others. 
Interpersonal – Listens to others without interrupting; remains open to others’ ideas and tries new things 
Oral Communication – Speaks clearly and persuasively in positive or negative situations; responds well to questions; participates actively in all company meetings. 
Team Work – Puts success of team above own interests; able to build morale and group commitments to goals and objectives; recognizes accomplishments of other team members. 
Change Management – communicates changes effectively; monitors transition and evaluates results. 
Business Acumen – Understands business implications of decisions; demonstrates knowledge of market and competition; aligns work with strategic goals. 
Cost Consciousness – Works within approved budget; contributes to profits and revenue. 
Organizational Support – Follows policies and procedures; supports organization’s goals and values; benefits organization through outside activities. 
Judgement – Displays willingness to make decisions; supports and explains reasoning for decisions. 
Motivation – Sets and achieves challenging goals; measures self against standard of excellence. 
Professionalism – Treats others with respect and consideration regardless of their status or position. 
Safety and Security – Observes safety and security procedures. 
 
QUALIFICATIONS   
To be successful in this position, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
 
EDUCATION and/or EXPERIENCE  
Four Year Undergraduate Degree preferred but not required or related experience or training required. 
Broad Knowledge of a general technical field, such as accounting or finance.  Bachelors degree or equivalent and 3 to 5 years experience or equivalent combination of education and experience. 
 
COMPLEXITY OF DUTIES 
Diversified duties involving an intensive knowledge of a restricted field, and the use of a wide range of procedures.  Requires the use of judgment in the analysis of facts and circumstances surrounding individual problems or transactions and in the determination of action to be taken within the limits of standard or accepted practice.  Strong problem-solving skills required.  Strong planning and follow up skills also required for position. 
 
SUPERVISION RECEIVED 
Under general supervision, where standard practice enables the employee to proceed alone on regular duties, referring questionable cases to supervisor or others. 
 
RESPONSIBILITY FOR ERRORS 
Probable errors may be serious involving losses such as lack or overage of product for retail, loss or holding up production, loss of sales, etc.  Effect usually confined within the company; but may have effect outside the company.  Most of the work indirectly verified or checked. 
 
CONTACT WITH OTHERS 
Contacts with other persons within the department and across departments on routine matters of position.  Maintain a strong communication with suppliers.  Contact with other departments or outside the company, furnishing or obtaining information requiring only ordinary courtesy and tact. 
 
CONFIDENTIAL DATA 
Work with some confidential data where the effect of any disclosure would probably be negligible or where the full import is not apparent in the routines performed. 
 
MENTAL / VISUAL / AUDITORY DEMAND  
Moderately exacting work, requiring mental and visual attention in such typical tasks as statistical computations, correspondence, tabulations, etc.  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 
 
WORK ENVIRONMENT 
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Usual office working conditions. 
 
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential  
 
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear.  The employee is occasionally required to walk and reach with hands and arms.  Specific vision abilities required by this job include close vision, and ability to adjust focus. 
 
 
A job description, by its nature, can't include every aspect of the job.  Because of this, any function that would reasonably fall under the responsibility of the Purchasing Manager is assumed and it is expected that the Purchasing Manager will act accordingly.  The Purchasing Manager will be expected to perform any other task not included in this job description requested by management. 
 

Qualifications

Salary : $52,000 - $70,000