Parts Purchasing Agent - CoolSys : Job Details

With over 150 years of experience, and headquartered in Southern CA,?CoolSys is the market-leading indoor environment solutions company. Our full spectrum of best-in-class services includes HVAC & refrigeration installations, remodels, service & maintenance; and energy solutions, including controls and lighting.?CoolSys serves customers in the retail, commercial, food service, educational, healthcare, and industrial markets. WHY JOIN US We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:

• Competitive pay range $21-$25
• Medical, Dental, Vision and Prescription coverage
• Paid vacation and holidays
• 401(K) match
• Life insurance, AD&D and long-term disability
• Tuition reimbursement
• Opportunities available nationwide
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more
• Pet Insurance
• Legal Plan, and ID Theft Protection

JOB SUMMARY

The Parts Purchasing Agent is responsible for procurement of materials (Indirect/Direct) to support the organizations service delivery and supply chain needs, while ensuring an effective, efficient cost-savings model. Following company policies, procedures and practices related to procurement of goods and services remains a priority for working within a newly established quality management system.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for placing purchase orders via the departments software system in accordance with CoolSys policies and procedures.

• Establish a solid rapport with the Suppliers, Service Managers and Technicians within your assigned region/commodity to ensure we are meeting collective customer and business outcomes.

• Communicate with field employees and customers on required quotes, final bids, and/or purchases.

• Communicate with suppliers and customers to provide status and ETA on all quotes/purchase orders written by each individual buyer.

• Resolve pricing and invoice issues with suppliers/vendors in a timely manner while adhering to customer service guidelines, as well as financial compliance/controls.

• Monitor and problem solving via phone calls/emails that come in on a daily basis.

• Responsible for reviewing and ensuring compliance with customer contract requirements and executing within established guidelines.

• Receive parts and equipment and update database for proper tracking when necessary.

• Prepare, analyze and negotiate quotes with suppliers for efficient delivery of products and services to our customers.

• Responsible for verifying orders are placed and tracked with preferred vendors via approved supplier list where possible (i.e. meets the requirement of the customer contract and business requirement).

• Performs work with a desire to drive process/continuous improvement methodologies and a desire to create efficiencies within the organization.

• Update 3rd party systems according to customer and supplier contractual guidelines.

• Track and monitor return material authorizations (RMAs) against purchasing agents assigned POs.

• Review and approve requisitions and create purchase orders and send them to the approved vendors.

• Supervise orders and determine if product quantity/quality is sufficient and meets specifications if given. Make appropriate adjustments to orders as needed.

• Prepare and maintain purchasing reports, records, and updated unit cost and retail price lists.

• Interact with suppliers daily to develop and nurture mutually beneficial relationships.

• Track on-time delivery metrics by supplier and report any issues with product or delivery.

• Monitor status of orders and contracts daily.

• Calculate all order costs and evaluate invoices for accuracy in partnership with accounts payable team.

• Determine when products are unusable or damaged and need to work with materials team on RMA's. Includes working with suppliers on end of service/product life strategies.

• Handle deliveries with short or over-ordered product, goods not received, and damaged items.

• Performs other duties as assigned.

Education / Training

• Education and/or experience equivalent to a Bachelors degree in Business, Supply Chain, Finance, or related fields.

• 1+ years of experience in a similar position.

• Sourcing experience in Field Services industry and/or high-rate specialized production environment, including experience preparing formal RFPs/RFQs and completing negotiations, preferred.

Work Experience / Skills

• Excellent written and verbal communication skills, including experience communicating to senior leadership/c-suite levels.

• Excellent analytical skills including being able to prepare business cases, cost/benefit analysis, purchase price variance scenarios, and more.

• Excellent customer service skills with both internal and external customers.

• Knowledge of refrigeration product and service purchasing policies and practices.

• Detail-oriented.

• Ability to work independently and in a team-oriented environment.

• Proficient typing skills to properly document dictation to update systems.

• Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.

• Excellent Microsoft Office skills (E-Mail, Excel, Word, PowerPoint, Project, etc.)

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment