Purchasing Agent

Purchasing Agent & Office Coordinator

Position Summary

The Purchasing Agent & Office Coordinator is responsible for ensuring the timely procurement of raw materials, supplies, and services while providing administrative support for daily office operations. This position works closely with sales, production, warehouse, accounting, and management to maintain inventory, control costs, and keep business operations running efficiently.

Primary Purchasing Responsibilities (60–70%)

• Issue purchase orders
• Track open purchase orders and expedite deliveries
• Maintain vendor relationships
• Monitor inventory levels and reorder points
• Review supplier performance (quality, delivery, pricing)
• Coordinate domestic shipments with vendors
• Verify order confirmations
• Resolve vendor shortages and discrepancies
• Maintain purchasing records
• Analyze purchasing trends and cost-saving opportunities
• Assist with annual vendor negotiations

Office Administration (30–40%)

• Answer phones and greet visitors
• Assist accounting with invoice matching
• Enter vendor bills into QuickBooks or ERP
• File documents electronically
• Maintain office supplies
• Coordinate service vendors
• Prepare reports and spreadsheets
• Support management with special projects

Additional Duties (Manufacturing Environment)

• Assist with freight quotes
• Coordinate inbound/outbound freight scheduling
• Update material cost spreadsheets
• Monitor lead times
• Help maintain ISO or quality documentation (if applicable)
• Support inventory cycle counts
• Help manage company vehicle or equipment records

Qualifications

• 3+ years purchasing experience (manufacturing preferred)
• Strong negotiation skills
• Excellent Excel skills
• Experience with QuickBooks or ERP systems
• Strong organizational skills
• Excellent written and verbal communication
• Detail oriented
• Ability to manage multiple priorities

Preferred Experience

• Manufacturing
• Distribution
• Inventory management

Performance Metrics

• Purchase price variance
• Vendor on-time delivery
• Inventory accuracy
• Stockout frequency
• Purchase order accuracy
• Invoice matching accuracy
• Cost savings generated
• Vendor response time
• Office task completion
• Internal customer satisfaction

Distribution and Manufacturing company in building materials.