Purchasing Agent

The Purchasing Agent is responsible for the availability and the eventual disposition of all inventory. The buyer works with customers 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 Buyer 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

System Maintenance (Sage, TMS, & K3S)

• Maintain accurate purchase order cost with vendors
• Maintain supplier price lists
• Post all receipts and warehousing location transfers, calculate and enter base cost. Monitor and correct cost variances in SageX3.
• Verify pricing information and delivery date of direct shipments to vendors.
• Prepare new computer product codes including list pricing and maintain file.
• Maintain accurate, critical master data as it relates to suppliers and items
• Verifies bills from suppliers with purchase orders and approves for payment

Warehouse & Inventory Management

• Determine stock levels by SKU
• Replenish outside warehouses
• Process receiving and stock relocation documents
• Make adjustments to inventory when necessary for all warehouses.
• Determine inventory requirements, create purchase orders for assigned vendors and warehouse transfers.
• Manage floor stock agreements and inventory levels when required.
• Determine disposition of damaged product in the warehouse.
• Responsible for physical inventory control and reconciliation
• Set up outside warehouses which includes creating warehouse, set up stocking locations, enter product codes and cost information.

Supplier Relations  

• Execute Purchase Orders for stocked material
• Establish and maintain working relationship with supplying vendors
• Review all requests for Material Return and approve where possible
• Manage " Out of Specification" issues with vendors
• Confirm prices and availability of ingredients.
• Trouble shoot back orders.
• Create direct purchase orders, print, have signed and sent to vendor.
• Confers with suppliers concerning late deliveries.
   

Reporting

• Monitor Order Fill rates and "Root Cause Analysis" of Back orders
• 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
• Calculate Consignment Usage and prepare reports
• Write and run queries as needed

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 avoid overloading.
• Assist customer service when needed.
• Other Duties as required

Education/Experience

• Knowledge and skills at a level normally acquired through the completion of an 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 Skills and 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 Skidmore staff
• The ability to clearly articulate the needs of the Skidmore businesses to carriers to achieve company goals and objectives
• Advanced attention to detail and accuracy in all work
• Ability to prioritize own wide-ranging work load and work independently
• Ability to communicate both verbally and in writing to internal and external customers
• Advanced knowledge of Microsoft Office applications: Word, Excel, Outlook, PowerPoint
• Ability to work collaboratively with colleagues, vendors and customers

​​​​​​​​​​​​​​Working Conditions

• Office hours are 40 per week – Monday – Friday, 7:30 – 4:30; 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