Purchasing Agent

Landmark Aquatic brings together Progressive Commercial Aquatics, Westport Pools, and Spear Corporation to create a national platform offering innovative aquatic solutions from design and build to maintenance, repair, and renovation. As a renowned leader in the aquatics industry, we have been transforming aquatic landscapes for over four decades. With offices in Houston, Texas, Denver, CO, St. Louis, MO, Kansas City, MO, Indianapolis, IN, Phoenix, AZ and Austin, TX, our Landmark team has built a strong reputation for honing customer relationships – for LIFE.

The Purchasing Agent is responsible for all purchasing functions for the Company. This position also handles several other Accounting and clerical functions, as well as some Inside Sales. This position will serve as a back-up to Reception on a daily basis.

Essential Functions:

• Purchasing
  • Receive requests for ordering supplies from other staff and place orders with appropriate vendors.
  • Follow up to make sure orders are received (communicate with vendors) organize and file packing slips (given by shipping department and construction) when orders are received.
  • Match up invoices with packing lists and enter invoices in the accounting system. Make sure product costs are entered in the correct job cost or general ledger account. Check entered invoices and give to the CFO to double check before posting. Organize invoices once they are entered and posted.
  • Look through repots once monthly to make sure we have invoices for POs that were fulfilled that month. Contact vendors to get invoices sent that are missing.
  • Request return information and follow up on returns when products are faulty or ordered incorrectly.
  • Prepare trend reports for spring ordering.
  • Work thru the Open Order report on a monthly basis.
• Accounts Payable
  • Organize invoices from vendors, mark with appropriate general ledger or cost information. Give to Receptionist to enter or enter in absence.
  • Keep files organized with invoices once they are entered and posted.
  • Release and print checks from list prepared by CFO to be paid weekly.
  • Match up checks with invoices and give to Receptionist to prepare for mailing and filing.
• Accounts Receivable
  • Organize billing from shipping and service departments.
  • Check all invoices daily before printing out to be mailed and filed.
  • Run credit cards when required for invoices from customers.
  • Take customer calls in regards to invoice problems and investigate issues.
  • Enter credits when necessary for problem invoices or returns.
  • Keep all credit card transaction information organized.

• Sales
  • Second in line to receive sales calls for chemical orders.
  • Handle reporting for Early Buy or Inventory Reduction customer lists out and assist with sending them out, as well as make follow up calls.
  • Make calculations for salesmen commission.
• Construction
  • Assist when necessary to enter projects into the accounting system.
  • Send POs for electronic submittals when required
  • Work with Construction Manager to order, cost and code product for construction projects.
  • Keep updated Construction Logs to reflect orders and status of orders.
  • Enter transactions in job costing for items used from stock
  • Enter billing and prepare invoices from AIA documents from Construction Manager or CFO for all construction projects.
• General
  • Cover Receptionist duties as needed.
  • Notary as needed.
  • Assist in keeping floor cleaned and polished in warehouse wing of office.
  • Comply with safety regulations and maintain clean and orderly work areas.
  • Keeps himself/herself groomed and clothed as per dealership guidelines.
  • As with all other employees, you will be expected to be a team player.
  • Follows attendance policy.
• All other duties assigned.

Skills & Qualifications:

• 3-5 years of purchasing and/or accounting experience.
• High School Diploma or the equivalent is required.
• Must have excellent interpersonal and communication skills that contribute to the team environment.
• Knowledge of and the ability to use standard desktop load applications such as Microsoft Office products and internet functions.
• Willingness to learn new software.
• Understand the need for confidentiality and discretion; position may be exposed to sensitive information
• Excellent phone etiquette, communication and organizational skills
• Punctual and able to work with minimal supervision
• Customer service driven
• Excellent oral and written communication skills
• Ability to learn quickly, resolve issues, and meet deadlines
• Motivated self-start and team player with excellent attention to detail

Competencies:

• Specific
  • Job Knowledge: Does the work assigned, understands directions, and effectively applies training (formal or informal) to the actual work. Understands the issues relevant to the department and the work that must be done. Requires minimal direction on a daily basis to get the job done.
  • Communication Skills: Informs, listens, follow directions, provides follow-up and works effectively with others.
  • Teamwork: The willingness and ability to communicate (both verbally and in writing) cooperate, and work with co-workers, supervisors, and customers. Displays a positive attitude.

• General
  • Attitude: The employee displays a positive and cooperative attitude about his/her job role, assigned work, and the organization. Working relationships are built and maintained. The employee is open-minded and accepting of constructive feedback by others.
  • Communication Skills: The employee communicates clearly and effectively within his/her role. The employee clearly express himself/herself both orally and in writing. The employee listens well and responds appropriately. Written and verbal reports clear and accurate.
  • Cooperation: Works well with peers and supervisors. Willingly contributes to the success of the team or department. Exhibits consideration for others, a willingness to help and maintains a positive rapport with co-workers.
  • Initiative: Actively seeks out and assumes additional responsibilities without being asked to do so. Demonstrates an ability to encourage and/or inspire others. Recognizes and acts upon new opportunities.
  • Quality of Work: Work is completed with the expected degree of quality. The employee is attentive to detail and actively seeks out and corrects quality control issues. Work is completed accurately, neatly, and in adherence to standards.
  • Reliability: Follows through on commitments and job duties consistently. Accepts accountability for his/her work. Properly follows instructions, directives, and procedures.
  • Time Management: Degree to which you are prompt, have the ability to plan effectively, and complete tasks in an appropriate amount of time.

Position Type & Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, during normal business hours.

Language Skills

Ability to read, understand, and follow written and oral instructions in English.

Mathematical Skills

Basic math skills are required, along with the ability to use a calculator.

Reasoning Ability

It is necessary in this position to have the ability to set priorities. Must be able to make sound decisions using good judgment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the ability to enter data into a computer for long periods of time. There is the need to file records, which includes bending, stooping, reaching, and lifting boxes up to 30 lbs. General upkeep is required of the personal workspace and the department area.

Work Environment

The typical work environment is an office area. The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing.

Some exposure to a warehouse environment is likely.