Purchasing Specialist Job Description

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Purchasing Specialist Job Description

Job descriptions
Manufacturing, Transport, and Logistics

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.

Duties & Responsibilities 1

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Creation and communication of purchase orders for a Category Group of business;
Ownership of all vendor communication regarding purchasing and PO management to ensure PO information is accurate and vendor questions are resolved efficiently;
Enter and amend purchase orders and ensure communication of orders to Sourcing and vendors;
Maintain accuracy of purchase order ship dates, quantities, and item costs;
Ensure accurate shipping dates of purchase orders by monitoring the sourcing calendar;
- Monitor purchase order status using reporting or other spreadsheets and tools;
- Work with planners to monitor sales and adjust purchase orders accordingly to drive sales and profitability;
- Collaborate daily with Distribution and Fulfillment Center teams to resolve data validation errors and PO discrepancies that prevent receipt of merchandise.

Requirements & Skills 1

Strong communication and interpersonal skills;
Ability to think strategically and act tactically;
Excellent judgment and decision-making skills;
Very strong organizational skills, timeline conscious;
Results oriented individual with attention to detail;
- Excellent oral, written, and interpersonal skills required;
- Results-oriented individual with strong numerical and mathematical skills;
- Proficient in Microsoft Office Suite, with purchasing systems experience preferred.

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.

Duties & Responsibilities 2

Processes assigned customer orders meeting service-level agreement standards
Manages order fulfillment of all assigned orders
Collaborate with internal teams to ensure orders are processed timely and accurately
Builds relationships with vendors to ensure immediate access to product and order information
- Complete, analyze, and distribute weekly, monthly, quarterly, and annual data integrity reports
- Provide resolution for sales tax questions and audits
- Other duties as assigned

Requirements & Skills 2

BA/BS in Business Administration or equivalent work experience
1-2 years' purchasing experience, or relevant roles
Attention to detail is a must
Ability to collect and analyze data efficiently
- Possesses the ability to self-manage and adapt to changes, delays, or unexpected shifts in priorities while maintaining focus and productivity in a fast-paced environment
- Ability to work a flexible work schedule is required
- Excellent verbal and written communication skills

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.

Duties & Responsibilities 3

Prioritize and address stakeholder requests promptly
Organize and maintain accurate purchasing and supplier records
- Pilot new system features and capabilities
- Execute tasks efficiently while emphasizing attention to detail Maintain flexibility throughout the day to align with changing priorities
- Communicate the status of tasks with the team frequently to highlight blockers or issues affecting scheduled delivery dates

Requirements & Skills 3

Experience creating and implementing organized work processes
- Understanding of discerning high-quality work products and deliverables
- Experience managing timely delivery of work products
- BS/MS in engineering, business administration, or humanities

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.

Duties & Responsibilities 4

Work closely with Director to order supplies and fixtures for all Concession Partners
Generate store orders via AS400 and distribute to DC or 3rd party warehouse
Create shipping schedules for third-party and vendor facilities to ship new store kits
Monitor Concession store inventory levels for supplies and small fixtures, charging partner orders appropriately
Coordinate new partner rollouts with departments
Prepare monthly off-site inventory reports for Finance
- Provide reporting to the Construction team for new store orders and costs
- Work with In-Store Presentation and Store Operations on item pick sheets
- Back up support to Purchasing Fixture Coordinator

Requirements & Skills 4

Minimum 2 years of Purchasing experience required
- Intermediate Excel skills
- Strong communication and written skills
- Ability to manage physical demand: walking, continuous standing, must be able to lift 20lbs

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.

Duties & Responsibilities 5

Calls in, faxes, or transmits system-generated purchase orders. Confirms vendor pricing. Enters data into a computer program confirming completion of the order process.
Researches and reconciles all price increases.
Calls vendors to follow up on items not received within 30 days.
- Transmits stockless orders through an electronic data interface.
- Issue supplies from Inventory.
- Initiates Standing Orders, Bill Only Orders, and Product Returns.

Requirements & Skills 5

High school diploma or general education degree (GED)
One year related experience and/or training

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.

Duties & Responsibilities 6

Process Purchase Orders (POs) with a large number of vendors using a variety of ordering methods, such as electronic ordering (EDI/XML)
Expedite and follow up with vendors to ensure accurate and timely delivery of purchase orders
- Research past orders to resolve issues and reconcile open transactions
- Communicate and interact with various internal departments including Inside Sales, Accounting, Hardware, Licensing, Warehouse, and Technical
- Make sourcing decisions to pick the best vendor based on performance, pricing, and/or availability

Requirements & Skills 6

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.

Duties & Responsibilities 7

Requirements & Skills 7

Associate’s Degree or equivalent work experience; Bachelor’s degree desirable.
At least one to two years of related experience and background in a Purchasing position in a multi-task environment, preferably within a high-technology environment
Experience working with multiple vendors and suppliers to negotiate and administer various types of contracts

Job summary 8

We are looking for a Purchasing Specialist.

Duties & Responsibilities 8

Reports to and receives operational direction from the Purchasing Manager.
Performs expediting of purchasing order and non-conformance & invoice resolution.
Maintains working relationships with project Procurement personnel and project discipline personnel to perform assigned duties.
Communicates with suppliers as necessary to achieve required service and results to meet project needs.
- Communicates with Engineering, Quality, Maintenance, Operations, and other project functions to assist and/or guide them in the preparation of material requisitions for the procurement of materials and equipment and to achieve the understanding needed to process requisitions.
- Understands and applies key quality requirements to support the acquisition of materials, equipment, and services, such as quality & test inspection plans, qualifications, and resolution of non-conformances.
- Perform other related duties as required.

Requirements & Skills 8

Bachelor’s degree from an accredited university in Business Management or applicable discipline and 0 to 2 years of relevant experience or any equivalent combination of relevant education and experience
- US Citizenship is required
- Skilled in working with, and communicating effectively, both orally and in writing with other functional groups
- Basic knowledge of Federal Acquisition Regulations and applicable Agency Supplements

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.

Duties & Responsibilities 9

Develops and implements sourcing and negotiation strategies for key spending areas to achieve short and long-term savings targets
Researches identifies, qualifies, and selects international and domestic suppliers, conducts negotiations, and executes agreements
Actively manages and engages with suppliers to achieve company objectives
Issues purchase orders as needed for materials, equipment, and supplies to the appropriate vendors
Tracks orders and ensures orders are delivered on time and at cost
- Compiles and records data for capital purchases and/or inventory control, utilizing specified systems
- Ensures all vendors comply with company, customer, and other regulatory guidelines and policies
- Provides support of site and company level strategic objectives as directed

Requirements & Skills 9

Bachelor’s Degree required (preferably Business, Accounting, or Supply Chain)
Three to five years experience in purchasing, sourcing, materials management, and/or another relevant area of supply chain management or an equivalent combination

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.

Duties & Responsibilities 10

Requirements & Skills 10

Bachelor's degree (B. A.) from a four-year college or university, or equivalent combination of education and experience.
Minimum of 3-5 years of Sourcing or Procurement for Materials and MRO
One to two years related experience and/or training in a related field such as Purchasing, Sourcing, Logistics or other Supply Chain role

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.

Olivia Powell
Recruiting expert

Last updated Sep 21

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Purchasing Specialist Job Description

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Frequently asked questions

What does a purchasing specialist do?

What are the skills of a purchasing specialist?

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