JOB DESCRIPTION

The Purchasing Manager supports the Company s Operation in his/her daily operations by coordinating the acquisition and delivery of material, parts and rented equipment to the job sites in a timely fashion manner while complying with project standards and specifications and keeping the price within budgeted limits. He/She, in coordination with the AP Department, will ensure the proper processing of invoices in a timely fashion manner by providing accurate cost coding information for job cost tracking.
Tasks

This position includes but is not limited to the following job duties:

• Coordinate with Preconstruction the procurement of materials for new jobs by asking for quotes to include in our bids and processing purchase orders to the best deal once a project is awarded
• Keep open communication with vendors in the area to guarantee competitive prices for quality material
• Process material, equipment, and parts orders following the purchasing procedure
• Supervise office personnel in the timely tracking of orders, logging them into the accounting system, and keeping communication channels open within the Company Departments regarding purchases of material, parts, and equipment rentals
• Call vendors to request quotes on the items requested and negotiate prices to meet project budget expectations and project specifications
• Discuss material, equipment, or parts availability with other projects/shop and/or management personnel
• Request submittal information from vendors when needed
• Forecast material needs by project and assist Operations Department in the scheduling of material, equipment processing
• Actively propose changes and adjustments aiming to improve the procedures, functions, and efficiency of the department and the company.
• Other duties as assigned by the management.

Knowledge

• Industry – Knowledge of construction materials and vocabulary. This includes an understanding of project specifications and submittals requirements.
• Finances – Knowledge of job costing and cost coding systems. This includes an understanding of budgets and forecast quantities management.
• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Administration and Management — Knowledge of business and management principles involved in strategic planning, leadership technique, production methods, and coordination of people and resources.
• Computers and Electronics — Knowledge of computer hardware and software, including applications and programming.
• Law and Government — Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

Skills

• Reading Comprehension — Understanding written sentences and paragraphs in work-related documents.
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking — Talking to others to convey information effectively.
• Writing — Communicating effectively in writing as appropriate for the needs of the audience.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Monitoring — Monitoring/Assessing the performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Service Orientation — Actively looking for ways to help people.
• Social Perceptiveness — Being aware of others’ reactions and understanding why they react as they do.
• Time Management — Managing one’s own time and the time of others.
• Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Abilities

• Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
• Written Comprehension — The ability to read and understand information and ideas presented in writing.
• Near Vision — The ability to see details at close range (within a few feet of the observer).
• Speech Clarity — The ability to speak clearly so others can understand you.
• Written Expression — The ability to communicate information and ideas in writing so others will understand.
• Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
• Speech Recognition — The ability to identify and understand the speech of another person.
• Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

Work Activities

• Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
• Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Organizing, Planning, and Prioritizing Work — Develop specific goals and plans to prioritize, organize, and accomplish your work.
• Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
• Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
• Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, the government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Work Context

• Telephone — Frequently communicating with others on the telephone.
• Electronic Mail — The use of electronic mail in this job is very frequent.
• Face-to-Face Discussions — Frequent face-to-face discussions with individuals or teams.
• Contact With Others — The position implies a lot of contact with employees and applicants, face-to-face, by telephone, or otherwise.
• Indoors, Environmentally Controlled — requires most of the time working indoors in environmentally controlled conditions.
• Importance of Repeating the Same Tasks — It is highly important to follow the internal procedures of the office in order to be consistent with policies and regulations.
• Work With Work Group or Team — Being a team player is very important in order to secure the goals of the unit.
• Spend Time Sitting — the position may require sitting for long periods
• Structured versus Unstructured Work — this job is mostly structured; priorities and goals will be determined by the supervisor.
• Letters and Memos — the job requires often written letters, memos, and general correspondence of the unit.

Tools & Technology:

• Personal Computers
• Telephone—Land or mobile
• Digital calculator
• Printer
• Photocopier
• Fax machine
• Scanner machine
• HR software—some knowledge of Human Resources Information Systems (HRIS)
• Web-Based Benefit System—some knowledge of web-based administration systems for health insurance.
• Accounting software—Some knowledge of Foundations software
• Electronic mail software — Microsoft Outlook
• Office suite software—Microsoft Office software
• Spreadsheet software—Excel

• Coordinate with Preconstruction the procurement of materials for new jobs by asking for quotes to include in our bids and processing purchase orders to the best deal once a project is awarded
• Keep open communication with vendors in the area to guarantee competitive prices for quality material
• Process material, equipment, and parts orders following the purchasing procedure
• Supervise office personnel in the timely tracking of orders, logging them into the accounting system, and keeping communication channels open within the Company Departments regarding purchases of material, parts, and equipment rentals
• Call vendors to request quotes on the items requested and negotiate prices to meet project budget expectations and project specifications
• Discuss material, equipment, or parts availability with other projects/shop and/or management personnel
• Request submittal information from vendors when needed
• Forecast material needs by project and assist Operations Department in the scheduling of material, equipment processing
• Actively propose changes and adjustments aiming to improve the procedures, functions, and efficiency of the department and the company.
• Other duties as assigned by the management