Purchasing Manager/Administrator

JOB SUMMARY

The Purchasing Manager/Administrator is responsible for coordinating procurements to ensure adequate supplies, while maintaining detailed documentation of all purchases. This role provides support to the Maintenance & Repair (M&R) Department in administrative, procurement, and management functions, as well as managing customer equipment services, including billing and inquiries. Additional responsibilities include purchasing, negotiating, and expediting materials, equipment, spare parts, and supplies from vendors as needed, as well as managing procurement contracts and handling confidential information.

NATURE AND SCOPE

The Purchasing Manager/Administrator must have strong organizational and analytical skills to manage reports, purchase documents, and invoices, while maintaining discretion in handling sensitive matters. They must be knowledgeable in business purchasing methods, company policies, and able to negotiate favorable terms with integrity. This person must have the ability to quickly learn about products and services, and build relationships with internal teams and suppliers. Industry knowledge is essential, including key suppliers and market trends. The incumbent must have a mechanical aptitude and an understanding of technical terminology and industry standards like ISO and DOT. They will lead by example, enforcing safety protocols, and will be responsible for warranty parts authorization and expediting orders when needed.

Additional responsibilities include reconciling orders, ensuring confidentiality, managing longshoremen uniform orders, and maintaining critical business records. The candidate must have strong negotiation skills, attention to detail, and may be required to provide vacation relief for other managers.

ESSENTIAL FUNCTIONS

The following describes the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of the job incumbent. Consequently, job incumbents may be asked to perform other duties as required.

• Directs, assigns, trains, and manages subordinate staff, including hiring, performance management, motivation, discipline, and grievance response.

• Reviews and processes purchasing requests, ensuring compliance with policy, issuing purchase orders, and resolving anomalies with open orders.

• Maintains data records, files, and reports, and prepares bids, quotes, and proposals, including comparisons and justifications.

• Participates in contract reviews, prepares award letters, purchase orders, and change orders, and maintains purchasing contract files.

• Liaises with vendors and departments to resolve procurement issues, and researches supply sources to secure favorable prices, service, or terms.

PHYSICAL REQUIREMENTS

The physical demands described here 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.

• Job Location: Primarily indoors (office building, maintenance workshop, and stores).

• Environmental Conditions: Daily exposure to weather, dirt, dust, noise, fumes, vibration, poor lighting, and hazardous materials.

• Physical Requirements:

o Mostly sedentary work with occasional walking and standing; minimal exertion required to lift or move up to 10 pounds.

o Ability to perform repetitive tasks like keyboarding and operate office equipment (fax/copy machines, computers).

o Requires clear communication (oral and written) and clarity of vision, with the ability to work in a moderately noisy environment.

• Driving: Ability to drive company vehicles on various surfaces, including around heavy equipment and construction zones.

JOB QUALIFICATIONS

EDUCATION

• High school graduate, purchasing diploma/degree.

• Additional relevant study well regarded.

EXPERIENCE

• Minimum of 1-2 years proven work experience in purchasing and inventory control.

• Proficient experience with Microsoft Office Suite, along with ordering, inventorying, and reporting in inventory management/ purchasing software.

• Purchasing, logistics and/or warehouse experience.

• Technical or parts interpreting knowledge an advantage.

• Practical knowledge of general safety, health and environmental issues.

SKILLS AND APTITUDES

• Analytical and critical thinking.

• Attention to detail.

• Strong negotiating and persuasion skills.

• Facilitate informed decision making.

• Excellent verbal and written communication skills.

• Act with a high level of integrity.

• Ability to thrive in high-stress and/or fast paced environment.

Additional benefits: Fully-paid health insurance, 401(k) match up to 6% of eligible pay, 7% annual retirement contribution, and more.