HVAC Parts Sourcing Specialist

Why Waibel? As an eight-time Best Places to Work winner, Waibel Energy Systems is driven by our purpose of Making a Difference. We strive to be at the forefront of innovation and excellence, ensuring that our clients buildings are not just structures but thriving businesses, facilities, and institutions. Our Mission to Do What's Right underscores our commitment to integrity, ethical behavior, and making decisions that are in the best interest of our clients, associates, and communities.

POSITION DESCRIPTION

The Procurement Specialist is responsible for sourcing, purchasing, and managing materials, equipment, and services required to support company operations. This position ensures timely procurement of quality products at competitive prices while maintaining strong supplier relationships and supporting inventory, project, and service requirements. The Procurement Specialist works closely with operations, service, estimating, accounting, and warehouse personnel to ensure procurement activities align with company objectives.

EDUCATION AND EXPERIENCE

A High School Diploma or equivalent

Knowledge of Mechanical HVAC and Plumbing Systems

Experience in purchasing, inventory management, or supply chain

Knowledge of Microsoft Office software and working proficiency with a handheld computer (i.e., smartphone, iPad)

KNOWLEDGE, SKILLS, AND ABILITIES

Excellent collaboration, communication, and follow-up skills

Strong analytical, problem-solving, and decision-making skills

Ability to prioritize workload

Proficient with Microsoft Office Suite or related software as needed to complete reports and other documentation

JOB DUTIES AND RESPONSIBILITIES

Purchasing & Sourcing

Source and procure materials, equipment, and services from approved suppliers.

Create and issue purchase orders in accordance with company procedures.

Review purchase requisitions for completeness and accuracy.

Negotiate pricing, lead times, and terms with suppliers.

Identify alternate sources of supply to reduce risk and improve competitiveness.

Vendor Management

Develop and maintain strong relationships with vendors and manufacturers.

Monitor supplier performance regarding pricing, quality, delivery, and responsiveness.

Resolve supplier-related issues, discrepancies, and delivery concerns.

Inventory & Material Coordination

Coordinate with warehouse team to maintain appropriate inventory levels.

Monitor stock levels and initiate replenishment activities.

Support inventory optimization efforts to minimize excess and obsolete inventory.

Assist with cycle counts and inventory accuracy initiatives.

Order Management

Track open purchase orders and expedite critical deliveries.

Communicate order status updates to internal stakeholders.

Resolve receiving discrepancies, damaged shipments, and invoice variances.

Maintain accurate procurement records and documentation.

Cost Control & Analysis

Analyze purchasing trends and identify cost-saving opportunities.

Support annual budgeting and forecasting activities.

Monitor market conditions affecting pricing and availability.

Assist with vendor contract administration and renewals.

Compliance & Documentation

Ensure procurement activities comply with company policies and procedures.

Maintain accurate supplier records and purchasing documentation.

Support audit requests and procurement reporting requirements.

Adhere to ethical purchasing standards and conflict-of-interest policies.

OTHER DUTIES

Participates in meetings and training as assigned, for the purpose of obtaining information related to the company or to performing/improving job knowledge and performance.

Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the department and/or company

SPECIAL JOB AND PHYSICAL REQUIREMENTS

Must pass a background check

Valid Driver's License with no major traffic violations, suspensions, or DUI's in the previous 5 years.

Availability to work additional hours beyond normal business hours

Regularly spend long hours sitting and using the telephone and computer

Regularly move from sitting to standing positions effortlessly

Regularly see details of objects that are less than a few feet away

Regularly speak clearly so listeners can understand

Regularly understand the speech of another person

Frequently bend to file and maintain files

May be required to occasionally lift items up to 50 pounds

May require occasional travel to attend training, workshops, or conferences

BENEFITS

Medical with competitive rates and deductible reimbursement Paid Dental/Vision Paid Vacation starting at 10 days per year 8 Paid Sick Days per year 8 Hours of Paid Volunteer time off per year Paid Basic Life Insurance 401k Match and Profit Share Technical and Leadership Training Opportunities Voluntary Life Insurance Voluntary Short- and Long-Term Disability Voluntary Accident and Critical Illness Insurance

Join Our Growing Team Today! Waibel Energy Systems, Leading the Way to Make Building Work Better, Together.