Purchasing Manager

Purchasing & Inventory Management

• Oversee all daily purchasing activities for the company.
• Place orders with multiple vendors and suppliers throughout the day.
• Maintain proper inventory levels using established purchasing practices such as:
• PAR levels
• Min/Max inventory levels
• Reorder points
• Lead time forecasting
• Seasonal purchasing trends
• Monitor stock movement and purchasing trends to avoid stockouts and overstock situations.
• Analyze inventory reports and sales history to make informed purchasing decisions.
• Maintain accurate product costs, pricing structures, and margin expectations.
• Work to maximize profitability while maintaining competitive pricing.
• Monitor backorders, discontinued items, vendor shortages, and shipping delays.
• Identify substitute products when necessary and communicate alternatives to sales staff and customers.
• Ensure inventory records and purchasing information remain accurate within company software systems.
• Assist in developing purchasing procedures and inventory standards for the company.

Vendor & Supplier Relations

• Build and maintain strong professional relationships with vendors and suppliers.
• Communicate regularly with vendor representatives regarding:
• Product availability
• Pricing changes
• Promotions
• Freight programs
• Vendor policies
• Supply chain issues
• Negotiate pricing, freight terms, and purchasing opportunities when applicable.
• Evaluate vendor performance and reliability.
• Research and establish relationships with new vendors when beneficial to the company.

Team Leadership & Department Management

• Supervise and assist purchasing department employees.
• Delegate tasks and ensure purchasing workflows are completed efficiently and accurately.
• Train employees on purchasing procedures, inventory systems, and vendor processes.
• Help create a productive, organized, and team-oriented department environment.
• Work closely with management to improve departmental efficiency and company operations.

Communication & Interdepartmental Coordination

• Maintain strong communication with:
• Sales staff
• Department managers
• Warehouse personnel
• Service department
• Customers
• Vendors
• Provide timely updates regarding:
• Product availability
• Backorders
• Shipping delays
• Pricing changes
• ETA updates
• Product substitutions
• Assist sales staff with special-order products and customer-specific purchasing needs.
• Coordinate with department heads to anticipate purchasing needs and inventory demands.

Technology & Systems Responsibilities

• Utilize company purchasing and inventory management software throughout the day.
• Maintain strong computer proficiency and adaptability with technology systems.
• Use Microsoft Office applications, email systems, spreadsheets, and vendor portals effectively.
• Generate and review inventory reports, purchasing reports, and pricing analysis.
• Quickly learn new software systems and vendor ordering platforms as needed.

Required Skills & Qualifications

• Exceptional organizational skills
• Strong attention to detail
• Excellent verbal and written communication skills
• Strong mathematical and analytical abilities
• Critical thinking and problem-solving skills
• Ability to multitask in a fast-paced environment
• Strong time management and prioritization skills
• High level of computer and technology proficiency
• Ability to lead and manage a team effectively

Preferred Qualifications

• Previous purchasing or inventory management experience
• Retail purchasing experience preferred
• Management or supervisory experience preferred
• Experience working with multiple vendors and supplier systems
• Understanding of inventory control practices and margin management
• Experience with ERP, inventory, or purchasing software systems

Work Environment & Expectations

• Full-time, in-office position
• Daily computer and phone usage required
• Fast-paced environment with frequent multitasking
• Requires strong communication and coordination with multiple departments
• Must maintain professionalism with vendors, employees, and customers at all times

Key Characteristics for Success
The ideal Purchasing Manager will be:

• Extremely organized
• Dependable and self-motivated
• Technology-oriented
• A strong communicator
• Detail-focused
• Able to lead by example
• Comfortable making decisions independently
• Capable of managing multiple priorities simultaneously
• Team-oriented while maintaining accountability and structure within the department