Purchasing Specialist Job Description

Job summary 1

The Purchasing Specialist will maintain data within Purchase Order (PO) System from initial PO entry through PO receipt; ensure accurate information is obtained from vendors for data integrity; assist planning and merchandising teams in all aspects of product and purchase order processing and maintenance. This position includes but is not limited to purchase order entry and maintenance, managing the on-time placement of future season POs, logic and problem-solving for PO issue resolution, ownership of paperwork flow and appropriate approvals, and some administrative support for weekly/monthly tasks, and projects.

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Requirements & Skills 1

Job summary 2

The Purchasing Specialist is responsible for processing all customer orders, entering product information, ensuring data integrity, processing all internal procurement, and communicating with internal and external customers to ensure timely delivery.

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Job summary 3

As a Purchasing Specialist, you will have the opportunity to work closely with the team to ensure the timely purchase of goods and services for the business. This is a highly collaborative role that will require you to work closely with engineering and operations teams to understand their needs and execute purchases accordingly.

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Job summary 4

The Purchasing Specialist is responsible for monitoring NA's new store and Concession supply and small fixture inventory levels and ensuring order needs are met.

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Job summary 5

The Purchasing Specialist has the responsibility for assisting departments with supply requirements and budgetary cost estimates. This position also has a responsibility as a sourcing agent for supplies in high demand, subject to frequent backorders and vendor allocations. This position is also responsible for researching, locating, and engaging with new vendor sources to secure a continuous stream of supplies. The employee is responsible for following established policies and procedures. The employee must be able to demonstrate knowledge and skills to perform job duties.

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Job summary 6

Purchasing Specialist position at a dynamic and growing Purchasing Department. The main responsibilities involve resolving order issues, processing Purchase Orders with vendors, and following up on the POs to ensure customer satisfaction.

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Job summary 7

We are seeking a Purchasing Specialist that is responsible for acquiring products as directed and maintaining accountability for purchased items. This individual will perform a variety of administrative, clerical, and organizational activities to fulfill the purchasing and shipping responsibilities.

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Job summary 8

We are looking for a Purchasing Specialist.

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Job summary 9

The Purchasing Specialist selects international procurement sources and purchases materials and services directly associated with the organization’s needs. Selection of suppliers' products and services in consideration of cost, quality, delivery, and customer support consistent with organizational policies and performance standards.

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Job summary 10

We have an opening for a Purchasing Specialist. As Purchasing Specialist, you will be responsible for managing suppliers and related activities to drive cost, lead time, and on-time performance.

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Frequently asked questions

What does a purchasing specialist do?

A purchasing specialist, also known as a procurement specialist or purchasing agent, is responsible for managing the procurement process within an organization. Their role involves acquiring goods, services, and materials needed for the organization's operations while ensuring cost-effectiveness and maintaining quality standards. Here are some key responsibilities of a purchasing specialist:

Vendor Selection and Management: Purchasing specialists identify and evaluate potential suppliers and vendors, assess their capabilities, and negotiate terms and conditions for contracts and agreements. They establish and maintain relationships with vendors, ensuring timely and reliable delivery of goods and services.

Sourcing and Procurement: They research and identify sources for goods, services, and materials required by the organization. Purchasing specialists analyze market trends, obtain quotes or bids, and compare prices, quality, and other factors to select the most suitable suppliers.

Purchase Order Processing: Purchasing specialists create and process purchase orders, ensuring accuracy and compliance with internal policies and procedures. They verify order details, quantities, pricing, and delivery schedules. They also coordinate with relevant departments, such as finance and operations, to facilitate smooth order processing and timely payments.

Contract Negotiation: They negotiate contract terms and conditions, including pricing, delivery schedules, payment terms, and quality specifications. Purchasing specialists aim to secure favorable terms while maintaining positive relationships with suppliers.

Inventory Management: Purchasing specialists monitor and manage inventory levels to ensure optimal stock availability while minimizing excess or obsolete inventory. They analyze demand patterns, coordinate with internal stakeholders to determine inventory needs, and maintain accurate records of stock levels and transactions.

Cost Analysis and Savings: They analyze pricing, cost structures, and market trends to identify opportunities for cost savings and efficiency improvements in the procurement process. Purchasing specialists may negotiate volume discounts, explore alternative suppliers, or propose process enhancements to reduce costs.

Supplier Performance Evaluation: They assess supplier performance by monitoring factors such as on-time delivery, quality of goods or services, and adherence to contractual terms. Purchasing specialists may conduct supplier evaluations, provide feedback to suppliers, and initiate corrective actions as necessary.

Compliance and Documentation: Purchasing specialists ensure compliance with applicable laws, regulations, and internal policies during the procurement process. They maintain proper documentation, including purchase orders, contracts, invoices, and supplier records, to support auditing and reporting requirements.

Relationship Building: They establish and maintain positive relationships with internal stakeholders, such as department heads or project managers, to understand their procurement needs and provide effective support. Purchasing specialists also collaborate with cross-functional teams to ensure alignment between procurement activities and organizational objectives.

Market Research and Vendor Assessment: They conduct market research and stay updated with industry trends, new products, and emerging suppliers. Purchasing specialists evaluate potential vendors based on factors such as product quality, reliability, financial stability, and ethical standards.

By effectively managing the procurement process, purchasing specialists contribute to the efficient operation of an organization, ensuring timely availability of goods and services while optimizing costs and maintaining quality standards.

What are the skills of a purchasing specialist?

Purchasing specialists require a combination of technical, analytical, and interpersonal skills to perform their roles effectively. Here are some key skills and qualities that are important for a purchasing specialist:

Procurement Knowledge: Purchasing specialists should possess a solid understanding of procurement principles, processes, and best practices. This includes knowledge of sourcing strategies, contract management, negotiation techniques, and supplier relationship management.

Market Research and Analysis: They should be skilled in conducting market research and analysis to identify potential suppliers, evaluate market trends, and assess pricing and quality benchmarks. Strong analytical skills are necessary to make informed decisions and recommendations based on data and market insights.

Negotiation Skills: Purchasing specialists should be adept at negotiation to secure favorable terms and pricing with suppliers. They should be able to build relationships, communicate effectively, and find mutually beneficial solutions.

Vendor Management: Strong vendor management skills are important to effectively evaluate, select, and manage relationships with suppliers. This includes assessing supplier capabilities, conducting performance evaluations, and maintaining positive and productive supplier relationships.

Attention to Detail: Attention to detail is crucial for purchasing specialists to accurately process purchase orders, review contracts, and ensure compliance with procurement policies and procedures. They should be meticulous in verifying quantities, pricing, delivery schedules, and other details.

Analytical and Financial Skills: Purchasing specialists need strong analytical skills to evaluate cost structures, analyze pricing proposals, and identify opportunities for cost savings and process improvements. Knowledge of financial principles, such as budgeting and forecasting, is valuable for effective procurement decision-making.

Organizational and Time Management: They should possess excellent organizational and time management skills to handle multiple tasks, prioritize responsibilities, and meet deadlines in a fast-paced procurement environment. Strong attention to deadlines and ability to manage multiple projects simultaneously is crucial.

Communication and Interpersonal Skills: Effective communication skills are vital for purchasing specialists to collaborate with internal stakeholders and interact with suppliers. They should be able to clearly convey requirements, negotiate terms, and build rapport with suppliers and cross-functional teams.

Problem-Solving Abilities: Purchasing specialists should have strong problem-solving skills to assess complex procurement situations, identify potential issues, and develop effective solutions. They should be proactive in addressing challenges and finding alternative approaches when needed.

Ethical Conduct and Integrity: Purchasing specialists should uphold high ethical standards and demonstrate integrity in their dealings with suppliers, ensuring fairness, transparency, and compliance with legal and ethical guidelines.

These skills, along with a customer-focused mindset, adaptability, and a continuous improvement mindset, enable purchasing specialists to efficiently manage the procurement process, foster positive supplier relationships, and contribute to organizational success.

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