Procurement Agent

PURPOSE

Under direction of Executive Director of Operations. Replenishes items required by internal/external customers and strives for lowest cost and best-time delivery. Ensures service and inventory levels goals are achieved and is guided by established policy. Performs a variety of administrative duties in the support of the purchasing department and coordination of procurement of related specific product development activities as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES in order of importance. Other duties may be assigned.

1. Maintains service and inventory levels of stocked items through proactive replenishment system management. Creates purchase orders and schedules receipts.
2. Using the inventory status reports, identifies products, which have fallen below appropriate inventory levels. Places purchase orders with supplier, revise purchase orders, and cross reference sales orders.
3. Procures non-stocked items as required by customers utilizing both established vendors and seeking new suppliers for cost and other advantages.
4. Keys orders into computer to create a purchase order (P.O.).

1. Follows-up on and expedites back-ordered items and open purchase orders to ensure timely delivery of goods/services.
2. Establish and maintain excellent working relationship with purchasing, operations, and distribution departments.
3. Meets with vendor representatives as required in resolving shipping, backorder and overstock issues. Communicates any problems with appropriate Distribution or Operations personnel.

1. Updates computer system with revised shipping information, due dates, and pricing.

1. Researches and resolves payables problems and obtains proof of delivery.

1. Approval of invoices from vendors.

1. Negotiates inventory returns for discontinued or overstock inventory.

PRIMARY INTERACTIONS

Regular interaction with receiving and warehouse personnel regarding incoming supplies. Regular interaction with, operations, distribution, support services, inventory control and vendor personnel regarding status of purchase orders and documentation requirements.

COMPETENCIES

• Negotiating abilities with strong organization and follow-through skills
• Knowledge of product and vendors
• Skill in the use of a personal computer and various application programs
• Good customer service skills
• Good verbal and written communication skills
• Excellent interpersonal skills
• EDUCATION and/or EXPERIENCE
• High school diploma or general education degree (GED) with a minimum of 5 years of buying. Should have analytical abilities along with PC skills including working with spreadsheets and purchasing/scheduling databases such as MRP.
• PHYSICAL DEMANDS The physical demands described 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 functions.
• Work is generally sedentary, with no specific need for physical coordination or effort. May require physical effort associated with using the computer to access information, or occasional standing, walking, lifting needed to carry out everyday activities.
• WORK ENVIRONMENT The work environment characteristics described 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.
• Tasks do not expose employee to physically unpleasant or hazardous conditions.