Warehouse Purchasing Specialist
Description
The Parts Buyer is responsible for executing daily purchasing transactions and managing purchase orders for service parts across assigned branches or regions. This role ensures parts are ordered accurately, received on time, and resolved quickly to support uninterrupted field service operations. The Parts Buyer works within established procurement strategies, supplier agreements, and inventory policies set by the National Parts Manager and Procurement leadership. The Parts Buyer reports to the Parts Purchasing Supervisor or Parts Purchasing Manager. |
ESSENTIAL DUTIES AND RESPONSIBILITIES |
Purchasing Execution • Create and manage purchase orders for service parts across assigned branches or warehouses. • Ensure all purchases comply with:
Order Management & Expediting • Monitor open purchase orders and track order status daily. • Proactively manage:
Vendor & OEM Coordination • Serve as day-to-day operational contact for OEMs and authorized suppliers regarding:
Inventory Support & Replenishment• Execute replenishment orders based on: · Min/max levels · Reorder points · Usage trends • Support: · Branch stocking programs · Regional warehouse replenishment · Technician trunk stock restocking • Identify unusual usage spikes or recurring stockouts and report findings to Inventory Management. Systems Accuracy & Controls• Maintain accurate purchasing data within ERP systems. • Ensure proper receiving confirmation and timely PO closure. • Assist with research related to receiving discrepancies or invoice mismatches. • Follow purchasing approval thresholds and company policies. • Support cycle counts and audit requests as needed. Returns, RMAs & Credits• Process vendor returns and RMAs according to company policy. • Track open returns and ensure credits are received and applied correctly. • Coordinate with Accounting to resolve vendor credit discrepancies. MULTI-BRANCH COMPLEXITY HANDLED BY THIS ROLE• Supporting multiple branch demand profiles • Managing inter-branch transfer requests vs. external purchasing • Handling OEM allocation constraints • Managing freight costs through consolidation when appropriate • Balancing service-level urgency with inventory control |
HOW THIS ROLE WORKS WITH OTHERS |
Parts Purchasing Supervisor / Parts Purchasing Manager / National Parts Manager • Receives direction on purchasing priorities and escalation issues. • Escalates systemic supplier or operational issues. • Executes replenishment based on stocking strategies and planning inputs. • Communicates usage anomalies and stock concerns. Service Operations & Branch Leadership • Provides visibility into order status and part availability. • Supports technician uptime by expediting critical parts. Accounting • Assists with invoice reconciliation and vendor credit resolution. Why This Role Is Critical in Multi-Branch Dealers In a distributed service model, poor purchasing execution leads to:
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MANAGEMENT AND SUPERVISORY RESPONSIBILITY |
• The Parts Buyer reports to the Parts Purchasing Supervisor or Parts Purchasing Manager. • Job is not responsible for managing other employees |
JOB QUALIFICATIONS / SKILLS REQUIREMENTS |
Required • 2–5 years of purchasing, supply chain, or inventory experience preferred. • Experience in the office technology industry strongly preferred. • Familiarity with OEMs such as Canon, Konica Minolta, Ricoh, Sharp, or Kyocera preferred. • Experience using ERP or purchasing systems. • Strong attention to detail and organizational skills. • Ability to manage multiple priorities in a fast-paced service environment. |
EDUCATION AND EXPERIENCE REQUIREMENTS |
Preferred
Skills & Competencies
A successful Parts Buyer: · Protects field service uptime through disciplined purchasing execution · Maintains accurate and compliant purchasing records · Communicates proactively about order issues and delays · Manages back orders and vendor issues with urgency · Supports inventory turn while maintaining strong service levels |
WORKING CONDITIONS |
• In person and hybrid as needed • Regular business hours. Some additional hours may be required. • Travel requirements: Domestic: Up to 10% • Climate controlled office environment during normal business hours. |