Purchasing Specialist

Reports To: Materials Manager

Education: Bachelor’s Degree (Business Management) preferred, or an Associate’s Degree along with commensurate experience and training may be considered.

Summary: The Purchasing Specialist is responsible for assisting the Materials Manager and Purchasing Manager in the purchasing, planning, and inventory management of finished goods and components. This role works closely with internal teams and external vendors to ensure purchase orders are placed in a timely manner to meet production demand, maintaining inventory stock levels based on historical movement, forecast data, and promotional activities. The Purchasing Specialist builds collaborative vendor partnerships, processes requisitions and documents competitive bidding, maintains accurate pricing and vendor information in the ERP system, and resolves discrepancies between purchased price and invoiced cost. This is a developmental purchasing role intended to build toward increased buying responsibility, requiring strong attention to detail, sound judgment, and the ability to work under pressure in a fast-paced manufacturing environment.

Responsibilities: Specific duties are intended to describe activities that support the summary above. The list is not all inclusive – other duties may be required to cover the breadth and depth of the position.

Purchasing & Order Management

• Place purchase orders in a timely manner based on supplier lead-times and confirm receipt of purchase orders by suppliers
• Maintain inventory stock levels set by management and replenish those levels based on historical movement, forecast data, and promotional activities
• Process requisitions for supplies, research products, clarify specifications, and document competitive bidding

Vendor Relations & Sourcing

• Build and maintain vendor relationships to achieve collaborative partnerships
• Research and select vendors in given circumstances, evaluate vendor performance, and utilize different vendor sources to fill orders as directed
• Search out alternate vendors or supplies during periods of shortages or stockouts
• Support supplier negotiations by gathering quotes, comparing pricing, and preparing supporting analysis

Expediting & Order Follow-Up

• Follow up on back orders, expedite delivery of orders, and make special arrangements for delivery as needed
• Communicate expected delivery dates to the affected departments in a timely manner
• Track supplier delivery and quality performance for assigned items; escalate recurring issues to the Materials Manager

Pricing, Cost & Discrepancy Management

• Maintain pricing and vendor information in Microsoft Dynamics AX to ensure immediate and accurate access to information
• Manage discrepancies between purchased price and invoiced cost, working with suppliers and internal Accounting to resolve issues
• Assist in identifying cost-reduction opportunities without compromising quality or delivery performance

Process Improvement & Compliance

• Drive continuous improvement in all aspects of the procurement process
• Take part in the Quality Improvement Team (QIT) process and support others in a consulting capacity
• Understand and follow Malco’s Quality Policy and Quality Objectives; access and follow procedures and work instructions applicable to the job function

Experience / Requirements:

• Minimum of 2 years of experience as a buyer, or any combination of experience, education, or training that would provide the level of knowledge, skills, and ability required, preferably in a manufacturing environment
• Familiarity with purchasing procedures and documentation requirements
• Experience with Microsoft Office and Microsoft Dynamics AX preferred
• Ability to communicate effectively with sales representatives, in person or through written communication
• Ability to assimilate information and make decisions while working under pressure in a detailed, organized manner
• Willingness to pursue certification in Purchasing Management (e.g., CPM, CPSM) or Production and Inventory Management (e.g., CPIM) is a plus

Soft Skills:

• Interpersonal & Communication Skills – communicates clearly and builds rapport with vendors, sales representatives, and internal stakeholders at all levels
• Attention to Detail & Follow-Through – ensures purchase orders, pricing, and vendor records are accurate, current, and complete
• Decision-Making Under Pressure – able to assimilate information and make sound, timely decisions in a detailed, organized manner
• Eagerness to Learn & Grow – actively seeks feedback, develops product and vendor knowledge, and builds toward increased purchasing responsibility
• Organization & Multitasking – able to prioritize, balance, and coordinate multiple purchasing tasks with strong follow-through
• Sense of Urgency & Initiative – acts as a self-starter, following direction and meeting deadlines while working independently