Purchasing Agent

Job Brief: The Purchasing Agent is responsible for supporting the company’s purchasing activities by preparing, verifying, and placing purchase orders based on operational and production requirements. This position monitors inventory levels of raw materials, sundries, and supplies to ensure materials are available when needed while maintaining appropriate inventory levels and controlling purchasing costs.

The Purchasing Agent works closely with suppliers and internal departments to coordinate purchasing activities, monitor deliveries, resolve order and shipping issues, and address inventory returns and replacements. As the employee progresses through the Purchasing Agent levels, responsibilities increase from transactional purchasing activities to inventory planning, purchasing analysis, and coordination of purchasing activities across the organization.

Responsibilities:

1. Purchasing Agent

 Level I

• Use the company’s ERP, purchasing, inventory, and other applicable software systems to complete assigned purchasing activities.

• Review and verify purchase requisitions by comparing requested items, quantities, specifications, and other requirements against approved master lists and purchasing information.

• Prepare purchase orders by verifying item specifications, quantities, pricing, delivery requirements, and other applicable purchasing terms.

• Issue purchase orders to approved suppliers and maintain accurate purchasing documentation.

• Verify receipt of purchased materials by comparing receiving documentation and quantities received against purchase orders.

• Maintain organized and accessible purchasing records, including purchase orders, requisitions, receiving documentation, and supplier correspondence.

• Communicate with suppliers and internal departments regarding routine purchasing and order-related questions.

• Assist with resolving discrepancies between purchase orders, receipts, invoices, and materials received.

• Perform other purchasing-related duties as assigned by the supervisor.

 Level II

• Perform all responsibilities of Purchasing Agent Level I.

• Review receiving documentation and supporting records to facilitate accurate and timely processing of supplier invoices and payments.

• Monitor inventory levels and availability of raw materials, sundries, and supplies to support production and operational requirements.

• Coordinate and schedule deliveries with suppliers based on inventory requirements and expected usage.

• Monitor open purchase orders and supplier commitments to ensure materials are delivered as required.

• Identify and resolve shipping, delivery, quantity, pricing, quality, and order discrepancies with suppliers.

• Coordinate returns, replacements, credits, and other supplier-related issues as necessary.

• Maintain accurate purchasing and inventory information within the company’s ERP and other applicable systems.

• Monitor purchasing requirements based on production schedules, historical usage, inventory levels, and changing business requirements.

• Develop and maintain working knowledge of purchasing procedures, company systems, products, materials, and supplier requirements through training and other educational opportunities.

• Perform other duties as assigned by the supervisor.

 Level III

• Perform all responsibilities of Purchasing Agent Levels I and II.

• Provide purchasing planning and inventory control information by collecting, analyzing, and summarizing purchasing, inventory, usage, pricing, delivery, and supplier data.

• Monitor purchasing trends and identify potential inventory shortages, excess inventory, extended lead times, and other supply risks.

• Assist in developing purchasing plans based on production requirements, inventory levels, historical usage, lead times, and anticipated demand.

• Assist with identifying opportunities to improve purchasing efficiency, inventory management, supplier performance, and overall purchasing costs.

• Prepare purchasing and inventory reports for management as requested.

• Assist with supplier communications and purchasing projects involving pricing, lead times, delivery performance, and other supplier requirements.

• Provide purchasing-related information and support to Production, Sales, Customer Service, Accounting, Warehouse, and other departments as needed.

• Assist other departments with specific tasks, projects, and process-improvement initiatives.

• Help accomplish the company’s purchasing and operational objectives by performing related duties as required.

Requirements:

• Strong verbal and written communication skills.

• Strong mathematical and analytical skills with the ability to work accurately with quantities, pricing, inventory levels, and purchase orders.

• Strong computer skills and the ability to learn and effectively use ERP, inventory, purchasing, Microsoft Office, and other business software.

• Ability to understand, interpret, and maintain purchasing, inventory, receiving, and other business documentation.

• Strong attention to detail and accuracy.

• Ability to organize and prioritize multiple tasks while meeting deadlines.

• Ability to communicate professionally and effectively with suppliers and internal departments.

• Ability to work independently with limited supervision while recognizing when issues require management involvement.

• Ability to develop and maintain a working knowledge of company products, raw materials, suppliers, purchasing procedures, and inventory requirements.

• Ability to work flexible hours, including varying shifts, weekends, and overtime when required by business needs.

• Must follow all company safety policies, procedures, and applicable workplace requirements.

• Must maintain a professional and appropriate appearance consistent with company standards.

• Perform other duties as assigned by management.

Established in 1952, Cardinal Paint & Powder draws on more than 60 years of experience. A leader in the manufacture of high quality coatings, we offer a wide range of liquid and powder coating systems. These were developed to meet and exceed the most demanding performance and emission standards. Cardinal’s reputation is based upon our dedication to solving customers coating challenges. From facilities across North America and Asia, we are ready to provide the solution to your coating challenges.