Purchasing Agent

Description

JOB SUMMARY  

The Purchasing Agent is responsible for the availability and the eventual disposition of all inventory. The Purchasing Agent works with customer service and sales to ensure accountability for all specially stocked Items.  The principal driving force, which is shared with customer service, is doing whatever it takes to ensure that all material ordered is available, orders are complete, and delivered on time.  The Purchasing Agent determines stocking levels and compiles and maintains records of quantity, value, and type of material received, stocked, and shipped to prepare purchase orders for procurement of material.
 
 

PRINCIPAL DUTIES & RESPONSIBILITIES

1.    System Maintenance (Sage, TMS, & K3S)
•    Maintain accurate purchase order costs with suppliers
•    Maintain supplier price lists
•    Post all receipts and warehousing location transfers, calculate and enter base cost. Monitor and correct cost variances in SageX3
•    Prepare new computer product codes including list pricing and maintain file
•    Maintain accurate, critical master data as it relates to suppliers and items
•    Verifies discrepancies from supplier invoices and approve for payment

2.    Warehouse & Inventory Management
•    Determine stock levels by SKU
•    Replenish outside warehouses
•    Process receiving and stock relocation documents
•    Adjust inventory when necessary for all warehouses
•    Determine inventory requirements, create purchase orders for assigned suppliers and warehouse transfers and schedule inbound PO’s with carriers when needed
•    Manage floor stock agreements and inventory levels when required
•    Determine disposition of damaged product in the warehouse through to claims and or credits from carriers or suppliers
•    Set up outside warehouses which includes creating warehouse, set up stocking locations, enter product codes and cost information

3.    Supplier Relations   
•    Execute Purchase Orders for stocked material
•    Establish and maintain working relationship with suppliers
•    Review all requests for Material Return and approve where possible
•    Manage "Out of Specification” and customer product issues with suppliers
•    Confirm prices and availability of ingredients
•    Trouble shoot back orders
•    Confers with suppliers concerning late deliveries
•    Escalates all food safety or SQF related notifications to the site SQF practitioner

4.    Reporting
•    Monitor Order Fill rates and "Root Cause Analysis" of Back orders
•    Review contracted material forecasts to maintain stock and pricing
•    Calculate "Excess Inventory" and provide disposition through Sales, Alternate Markets, or Dumping
•    Run all period end reports
•    Run morning reports to determine inventory; vendor receipts, order control holds, expedite alert and replenishment reports
•    Write and run queries as needed

5.    Support Staff and Other Departments
•    Provide Customer Service with promise dates on Out-of-Stock items
•    Maintain Inventory for specific Customer request by Salesperson
•    Coordinate receipts with the warehouse to maintain stock levels
•    Request shelf life extension from suppliers at customer request
•    Assist customer service and sales when needed
•    Assist document management when needed
•    Other Duties as required

6.    Clerical/General Administrative 
•    Responds to routine emails, phone calls, etc
•    Makes copies, prints documents, mail delivery, etc
•    Files paperwork
         

This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required.   

Qualifications

Education/Experience

• Knowledge and skills at a level normally acquired through the completion of a bachelor’s degree preferred
• High school diploma or GED required.
• 2-3 years of professional experience in a related field preferred.

Licenses/Credentials/Certifications

• N/A

Specialized Knowledge/Skills/Abilities 

• Freight consolidation and routing experience.  Fleet operations a benefit preferred
• Less than Truckload Optimization and planning experience preferred
• Experience working with Transportation Management System
• Calm, organized, patient, diplomatic, and confident demeanor in working with staff
• The ability to clearly articulate the needs of the Essex business to carriers to achieve company goals and objectives
• Advanced attention to detail and accuracy in all work
• Ability to prioritize own wide-ranging workload and work independently
• Ability to communicate both verbally and in writing to internal and external suppliers/customers
• Advanced knowledge of Microsoft Office applications: Word, Excel, Outlook, PowerPoint
• Ability to work collaboratively with colleagues, suppliers, and transportation network

WORKING CONDITIONS:

Working Hours/Environment

• Office hours are 40 per week – Monday – Friday, 8:00 – 5:00; may require additional hours periodically, including evening and weekends depending on business needs
• Work typically performed in an indoor office setting

Tools and Equipment Used

• Personal computer, copier, fax/scanner, phone, and other typical office equipment

Travel

• Minimal – less than 5% of the time

Physical & Mental Demands

• Frequently required to sit at a desk/workstation for long period of time
• Ability to work at a computer terminal for extended periods of time
• Digital dexterity and hand/eye coordination in operation of office equipment
• Light lifting and carrying of supplies, files, etc.
• Ability to speak to and hear employees/clients via phone or in person
• Body motor skills sufficient to enable incumbent to move around the office environment

This job description does not constitute a written or implied contract of employment.  This job description is not intended and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job.  Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.