Purchasing Agent I - DFH

Reports To: Operations Manager, PCS Manager I, II

FLSA Status: Exempt

Position Summary

Responsible for purchasing materials and coordinating activities involved with procuring goods and services to assist in the successful bidding and execution of projects.  Requests bids then analyses vendor pricing and capacity, to meet budget and project requirements, negotiating if necessary.  Presents recommendations to project teams and prepares contracts for the work.

Duties & Responsibilities

• Provide special pricing to detailing teams.
• Track Quotes and escalation, per manufacture terms to support detailers with procurement.
• Meet with manufacture and or wholesaler representatives, maintain relationships.
• Manage/Update buy programs within Comsense.
• Communicate with vendors to obtain product or service information, such as price, availability, and delivery schedule to help detailers with expedited orders.
• Prepare purchase orders and special instructions for manufacturers, answer questions from manufacturers that may arise.
• Checking Order Acknowledgments for accuracy (products, cost & ship date). Update Comsense pricing as necessary and provide communication back to detailer.
• Track incoming shipments based on order acknowledgments.
• Ensure orders ship out on time, complete or note any partials shipments with back-order dates.
• Troubleshoot with warehouse on CIR (Contract Information Request) and Shortage and Breakage items and keep detailers updated on status.
• Coordinate Return Goods Authorization & call tags to return incorrect/damaged material.
• Place and track replacement orders for damaged or missing material.
• Coordinating between warehouse and detailer as to when orders are complete/ready to ship or delayed.
• Quote and coordinate LTL shipments of material from warehouse/logistics to jobsite.
• Check for product compatibility between manufactures/ series.
• Verify price book updates within Comsense, and update price books not supported within Comsense.
• Check and maintain stock item inventory within Comsense.
• Help locate templates when requested from detailer.
• Answers general product questions or contact manufacturers for answers from customer Service/Tech Support.
• Execute Keying Summary Sheets (Information about the System, Key Quantities, Stamping, Ship to Address, etc.) in coordination with the detailer.
• Quote and order noncontract misc. material on sales orders.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Customer Service Skills:

• Demonstrates commitment to deliver outstanding service – both with internal and external customers  
• Takes ownership to personally resolve customer problems (or find someone who can)  
• Listens well, asks clarifying questions, and checks for agreement with customers  
• Committed to following-up with customers in all instances in a timely manner  
• Strong sense of accountability - ensures that you will do what you say that you are going to do  
• Creates a personal connection with customers – smiles, warm greetings, acts friendly and respectful 
• Positive attitude 

Preferred Qualifications (in addition to minimum qualifications)

Education/Experience

• Bachelor’s degree in a related field
• Familiarity with Doors, Frames and Hardware Software (Comsense, Protech Titan, Avaware, eMullion+TOAD)

Minimum Qualifications

Education/Experience

• 0 – 4 years of experience

Knowledge, Skills and Abilities

• Leads the project team while in purchasing process
• Ability to clearly communicate risks and opportunities
• Basic knowledge of Doors, Frames and Hardware products, services, processes, and projects

• Understands project plans and specifications
• Independently performance most assignments with instruction
• Works autonomously at times
• Seeks guidance for unusual or complex problems and supervisor approval for changes in standards
• Engages in company culture
• Open to feedback and flexible to change
• Proficient in MS Office Suite
• Familiarity in pdf editing applications (Bluebeam/Adobe)
• Efficient written and verbal communication skills
• Strong prioritization and organizational skills, detail-oriented