What are the responsibilities and job description for the Purchasing Manager position at Ohana Design & Build?
Overview :
Ohana Design & Build is seeking an experienced Purchasing Manager to join our interior design team in Park City, UT. In this role, you will be responsible for managing all purchasing activities related to FF&E projects, ensuring the timely procurement of goods and services, and smooth project execution. You will oversee vendor relationships and account management, negotiate contracts, handle payment processes, track order statuses, resolve damages and claims, and lead receivership relationships to ensure on-time installations.
The Purchasing Manager will report directly to the Financial Controller, ensuring smooth communication and collaboration with the accounting department, particularly for tasks such as credit card reconciliation and payment processing.
As a key leader within the Design Services department, the Purchasing Manager will also play a critical role in building and developing the Purchasing Team over the few years. This includes recruiting, training, and mentoring new team members to support the department's growing needs and improve overall efficiency. The ideal candidate will have a strong background in procurement within the design industry, be proficient in Studio Designer, or a similar software, and have excellent communication and organizational skills. This role offers a unique opportunity to contribute to the growth and success of a rapidly expanding company.
In the role of Purchasing Manager, specifically you will :
- Create Purchase Orders : Generate purchase orders for Designer and Project Manager approval.
- Place Orders : Issue approved purchase orders to vendors and follow up to ensure on-time delivery of specified products in good condition.
- Vendor Management : Research, evaluate suppliers, and manage the process for setting up new vendor accounts.
- Vendor Acknowledgements : Ensure vendor sales acknowledgements are received and documented in accounting software (Studio Designer).
- Invoice Processing : Ensure proper invoice numbers are documented in Studio Designer.
- T rack Purchases for Credit Card Reconciliation : Maintain a spreadsheet and folder to track all purchases, assisting accounting with credit card reconciliation and ensuring proper payment application.
- Data Entry & Pricing : Ensure correct pricing and accurate data entry in Studio Designer.
- Communicate Price Changes : Notify Designer and Project Managers about price changes and propose alternative options if needed.
- Production & Shipping Coordination : Ensure proper scheduling for production, shipping, and delivery to meet all project deadlines.
- Order Tracking : Track orders weekly and update status in Studio Designer, create expediting reports for Designers and Project Managers.
- Notify Project Managers of Issues : Inform project managers of discontinued or problematic items within 48 hours and follow through until resolved.
- Tracking Numbers : Update tracking numbers in Studio Designer and provide to relevant parties for product identification.
- Vendor Discrepancies : Handle vendor discrepancies and damaged merchandise, ensuring replacements or credits are executed.
- On-Site Delivery Scheduling : Assist with scheduling on-site deliveries as needed.
- Pricing & Proposal Support : Price design selections for project managers and assist with proposal creation and pricing.
- Team Development & Leadership : Over the next year, lead the effort to build out and develop the purchasing team by recruiting, hiring, and training new team members. Foster a collaborative and positive work environment, mentoring staff to grow their skills and excel in their roles.
Qualifications :
