Purchasing Agent
Job Description
Job Title: Purchasing Agent
Department: Purchasing and Estimating
Job Summary: The Purchasing Agent maintains accurate accounts of all vendor price files and confirms purchase order/work order release in a timely manner to maintain production and scheduling of all active construction homes.
Reporting Relationship: Director of Purchasing
Company Values
- Honesty and Transparency build the Foundation for Trust
- Respectful Relationships are forged through Listening and Understanding
- Teamwork is critical to achieving Shared Goals
- Continuous Improvement results in the Highest Standards
Duties and Responsibilities
- Primarily responsible for vendor management, purchase order review for accuracy, and administration of trade partner relationships.
- Support bid analysis and negotiation under guidance of Director of Purchasing
- Review of all purchase orders/work orders during each stage of schedule release within all active communities.
- Review POs vs. plans and options and documents errors on POs, which are then sent to the Estimator to revise the material lists which will in turn generate correct POs.
- Execute field audits by comparing POs vs. materials ordered and materials used to maintain accurate material lists and budgets. Report discrepancies back to Estimator for take-off adjustments.
- Maintain all active vendor price files, contact information and relevant documentation.
- Research and track all vendor, third-party, and manufacturer rebate programs.
Vendor onboarding and disabling to include:
1. Distribution of new vendor packets, including the ACH paperwork, W-9 applications, vendor general and specific scopes of work, and current systems manual; to include operating manual and subscription information.
2. Function as an admin for the ITK systems allowing integrations between new/existing trades, builders and sales team for multi-community access. Includes the adjustment of VPO allowances for vendors.
3. Disabling all vendor files within Mark Systems once found to no longer be working within an active community. To include:
§ Removing/disabling pricing in vendor specific price file.
§ Removing/disabling vendor development selections
§ Removing/deleting any active schedule activities
- Start schedules at the release of the lot and archive completed schedules within a timely manner.
- Manage Slot schedule.
- Manage vendor surveys bi-annually and help coordinate annual vendor meeting.
- Management of vendor development assignments and the maintaining of tracking related information between construction and P&E.
- Tracking and issuance of community/lot specific HLPs, and Permits.
- Redistribution of all purchase orders/variance purchase orders to prior period.
Job Standards: Measurables and Results
- Review of data provided of hard closed lots to include the discrepancies and variance between base and actual costs back to Estimator to adjust take-offs.
- Receive model home credits in each new community.
- Receive third party and manufacturer rebate programs.
- Review lots that are due to be hard closed and zero out any POs not needed at the direction of build team. Work with Estimator to adjust budgets with reoccurring remaining balances
Education, Experience, Skills, and Abilities
- High School Diploma or equivalent, with construction-related coursework or 2+ years of industry experience.
- Fundamental understanding of purchasing for residential construction.
- Excellent verbal and written communication.
- Strong negotiation skills.
- Proficient with Microsoft Excel and other similar software.
Employee Pledge
1. Demonstrate and exemplify Windsong’s Mission, Vision, & Values.
2. Be self-motivated and reliable.
3. Respect each other and be positive and encouraging to other team members.
4. Be accountable for your work and perform your job at a level that meets or exceeds company standards.
5. Demonstrate ownership and a commitment to expanding your professional knowledge and expertise.
6. Follow set policies and procedures and offer solutions to problems.
7. Display the ability to adapt to changing business decisions, technology, and processes.
8. Ask for help when needed and be willing to help each other.
9. Seek first to understand and be open to constructive feedback.
10. Share ideas and strive for constant improvement.
