Position Overview

Vallencourt Construction Co., Inc. is seeking an experienced, dependable, and detail-oriented Parts Purchasing Specialist to join our parts department.

This position will be responsible for coordinating and purchasing parts needed to support our automotive and heavy equipment maintenance operations.

The ideal candidate will have previous experience in parts purchasing, preferably within the automotive, diesel, construction, or heavy equipment industries. This individual must possess excellent organizational skills, strong attention to detail, and the ability to manage multiple purchasing requests in a fast-paced environment.

The successful candidate will work closely with service technicians, vendors, and fellow department employees to ensure parts are accurately sourced, competitively priced, and purchased in a timely manner to minimize equipment downtime.

Key Responsibilities

Parts Purchasing & Order Management

· Create, review, and process purchase orders accurately and efficiently.

· Ensure all purchase orders contain correct vendor information, part numbers, quantities, pricing, and associated work order information when applicable.

· Review incoming parts requests from automotive and heavy equipment technicians.

· Research, identify, and source the correct parts using equipment information, manufacturer part numbers, and vendor catalogs.

· Compare pricing, availability, and lead times among approved vendors to make cost-effective purchasing decisions without compromising urgent repair needs.

· Create and process pull sheets for allocated parts to be pulled.

· Review the parts requisition list daily and complete necessary stock replenishment orders.

· Monitor outstanding purchase orders, follow up on backorders, and communicate delays until orders are fulfilled.

· Prioritize urgent purchasing requests to help minimize equipment downtime.

· Maintain accurate purchasing records and ensure all orders are properly documented.

· Take ownership of assigned purchasing requests from initial submission through order fulfillment.

Communication & Vendor Relations

· Maintain clear, professional, and timely communication with automotive and heavy equipment technicians regarding parts requests and order status.

· Establish and maintain strong working relationships with vendors and suppliers.

· Develop reliable lines of communication with vendors to quickly resolve questions, discrepancies, and order-related issues.

· Communicate changes in pricing, availability, backorders, and estimated delivery dates to the appropriate personnel.

· Coordinate with other parts department employees to ensure smooth purchasing, receiving, and inventory operations.

· Promptly address purchasing issues and follow through until they are resolved.

Inventory & General Parts Room Support

· Review inventory replenishment needs and assist in maintaining appropriate stock levels.

· Assist with cycle counts and inventory verification during periods of reduced purchasing activity.

· Help stock and organize newly received inventory in designated storage locations.

· Identify and report inventory discrepancies, incorrect stock levels, or potential stocking concerns.

· Assist with other daily parts room responsibilities as needed.

· Maintain a clean, safe, and organized work environment.

Required Qualifications

· Strong attention to detail, particularly when researching part numbers and processing purchase orders.

· Excellent verbal and written communication skills.

· Strong organizational, multitasking, and time-management abilities.

· Ability to prioritize multiple purchasing requests in a fast-paced environment.

· Proficiency with computers, including Microsoft Outlook, Excel, and general data entry.

· Ability to research parts, compare vendor pricing, and evaluate purchasing options.

· Strong problem-solving skills and the ability to work independently.

· Dependable attendance, a strong work ethic, and a willingness to assist fellow team members.

· Ability to follow established purchasing procedures and maintain accurate documentation.

Preferred Qualifications

· Previous experience in parts purchasing or procurement, preferably within the automotive, diesel, construction, or heavy equipment industries.

· Working knowledge of automotive and/or heavy equipment parts and components.

· Familiarity with manufacturer parts catalogs, online ordering platforms, and part number cross-referencing.

· Experience creating purchase orders and tracking outstanding orders.

· Familiarity with inventory replenishment, stock management, and cycle counting.

What We’re Looking For

We are seeking an individual who understands the importance of purchasing accuracy, effective communication, and accountability. The successful candidate should demonstrate:

· Attention to Detail: Ensure the correct parts are sourced and purchased the first time, minimizing costly errors and unnecessary delays.

· Time Management: Effectively prioritize urgent requests while maintaining progress on routine purchasing and inventory replenishment.

· Communication: Keep technicians, vendors, and department personnel informed throughout the purchasing process.

· Initiative: Proactively research solutions, follow up on outstanding orders, and resolve issues without constant supervision.

· Cost Awareness: Consistently seek competitive pricing while balancing quality, availability, and delivery timeframes.

· Accountability: Take ownership of purchasing requests and follow through until orders are fulfilled.

· Teamwork: Willingly assist with inventory and general parts room duties when purchasing responsibilities allow.

Overall Objective

The primary goal of this position is to ensure our automotive and heavy equipment technicians receive the correct parts at competitive prices and within the shortest practical timeframe.

The Parts Purchasing Specialist will be responsible for managing purchasing requests from start to finish while maintaining accurate records, strong vendor relationships, and consistent communication with department personnel.

This position plays an essential role in minimizing equipment downtime, controlling purchasing expenses, maintaining inventory availability, and supporting the overall efficiency of our equipment maintenance operations.