Responsible for purchasing materials, equipment, tools, delivery services, parts and supplies.  This position will leverage superior detail oriented, organizational and coordination skills.  Responsible for keeping production materials and shop supplies at appropriate level to support the production schedule.  Responsible for maintaining material inventory counts and conducting monthly counts.  Coordinates closely with Shop and Project Managers on material and delivery status, pricing, and trends.  Performs necessary accounting functions related to purchasing.   May authorize purchases and approve invoices for payment.   

Reports to:  Procurement Manager

Primary Purchasing Tasks:

• Purchases goods and services including raw materials, equipment, tools, parts, supplies and subcontractors for all Raydeo locations.
• Purchases component materials according to Bills of Material or Pull Lists produced by engineering, material Request forms submitted by other managers, and quotes obtained by other managers. 
• Process all purchases on Pull Lists issued with Work Order from Project Expeditor.
• Creates and distributes purchase orders for all transactions in Computer Ease for materials requested via Material Request Form.
• Orders long lead items with Project Manager Direction, through the enriched BOM process.
• Follow company process for accounting, scheduling, and vendor follow-up for back ordered material and other partial deliveries.
• Determines method of purchase, such as direct purchase or bid.
• Once vendors/suppliers are identified and pricing confirmed, the Pull List will be edited to reflect the correct information to facilitate ordering.
• Manually enters paper purchase orders into Computer Ease.
• Order items via phone or online.
• Fax or email a copy of purchase order to vendor/supplier.  (Keep copy in computerized procurement records.)
• Track shipments as needed.
• Prepare identification labels with job number, phase and name and attach to original purchase order.
• Save copy in orderly computerized purchasing records.
• May approve invoices for payment.
• Will be required to set up new items in ProEst and Computer Ease. (work with Engineering)
• Make Accounting aware of payment terms.

New Vendor Set-up: 

• Maintain current vendor list with assistance from Accounts Payable.
• Identifies prospective vendors/suppliers for materials that require ordering by researching to find most cost effective pricing, payment terms, return policy and delivery dates.  If specialty materials with strict return policies, note on purchase order and follow up throughout job process.  Make Shop and Project Managers aware of unusual or particularly restrictive return terms.

Returns – Defective/Damaged Material/Tooling/Excess at Job End: 

• Damaged materials (received without knowledge) must be returned to the vendor/supplier immediately.
• Call vendor immediately to report the problem.  A material return authorization must be obtained from the vendor/supplier for a return authorization number (Number must be displayed on the shipping label).
• Monitor and ensure timely return of materials and credit or refund.  Advise accounting of issue.
• Research most cost efficient way to return materials.  If sent via Federal Express, a label can be printed using our online account.  Must note a job number of central inventory in reference section on label.  Copy of label to be placed in Accounts Payable box in front office.  If materials are returned via freight carrier, material expeditor must make all arrangements and ensure proper crating.
• Make shipping/Receiving aware of product being returned.  Place copy of credit purchase order in receiving box, so they can notate when the package was picked up – then forward to Accounts Payable.

Shipping: 

• May expedite delivery of goods.
• Select appropriate carrier for shipments.
• Arranges for the delivery of materials to meet production and installation schedules.
• While scheduling Carrier, ensures that sufficient value is declared for liability or loss of shipment for finished goods.

Inventory: 

• Process inventory sheets and checks actual inventories in each facility as directed by Accounting Manager.  Perform cycle counts as requested or needed.
• Identify in stock items from inventory and prepare identification labels with job number, phase and name to be physically placed on each item pulled from stock.
• Prints inventory labels and attaches to original Purchase Order.
• Maintains orderly computerized purchasing records, such as items or services purchased, costs, delivery, product quality or performance and inventories.
• Maintain inventory bin naming process and planograms.
• In the event a bin is not assigned for a new product, a new bin location will be assigned and a label will be made and placed on the bin.
• Newly assigned bin numbers must be recorded under the item description in Computer Ease.
• Perform quarterly physical counts of inventory with help of Material Expeditors.
• Inventory Counts/ Reporting
• Set, order and maintain acceptable levels of shop supplies and stock materials used on a regular basis.
• Post inventory entries at the end of each day.
• Maintain material requirement dates in Computer Ease Scheduler.
• Maintain inventory of shipping materials and supplies.

Reporting: 

• Reports status of assignment by work order completion return and by verbal notice at key indicator points.  Enriched BOM. Performs, the purchasing side of the enriched BOM Process.
• Effectively communicate with Executives, Accounting, Production, Plant Managers, Project Managers, etc.

Other: 

• Maintain and follow-up on tasks and reminders in Outlook daily.
• Reviews bid proposals and negotiates contracts within budgetary limitations and scope of authority.
• Master Subcontracts must be executed by each potential subcontractor prior to bidding or using.  Master subcontract outlines all payment terms, insurance, safety, scope and other pertinent requirements. Purchasing Agent to Verify before release of PO.
• Collects cut sheets and MSDS sheets from vendors and disperses as needed.
• Assist Project Expediter with the preparation of submittals including LEED and samples.
• Must abide by all safety policies and procedures.
• Operate drive company vehicles safely and appropriately.  Make Home Depot purchases as requested.
• Other duties and special projects as assigned.