Title of Job: Purchasing Specialist

Department: G&A – Accounting and Finance Dept / MSR-FSR HQ, Chandler, AZ

Reports to: Senior Purchasing Manager

Position Description

The Purchasing Specialist supports operations by ordering supplies and raw materials. They report directly to the Senior Purchasing Manager, providing administrative support and maintaining inventory and purchase records throughout the procurement process. The Specialist will also participate in vendor relationship management, identifying cost-saving opportunities to support MSR-FSR’s profitability goals.

The Purchasing Specialist needs a high level of attention to detail as well as the ability to monitor and maintain computerized records related to purchasing activities. The Purchasing Specialist participates in sourcing, reviewing, and buying supplies and materials directly from vendors based on specifications given from operations. The focus is to work with operations to establish the proper ordering points and work with the team to ensure the appropriate amount and timely receipt of supplies in inventory based on forecast and bill of materials.

Major Areas of Responsibility

• Prepare Purchase Orders from approved Purchase Requisitions
• Inventory and supplies are where they need to be when they are needed at the optimal ordering point and at the best price/value
• Manage Inventory
• Schedule Shipping
• Coordinate Vendor Activities
• Maintain Purchase Records

Primary Objectives

• Preparing accurate and complete purchase orders for supplies, materials, and raw goods. The Purchasing Specialist works closely with operations and engineering by placing orders, ensuring that purchases are recorded in QuickBooks at the time of request.
• Fulfill and track purchases of materials and supplies and work closely with operations to communicate order status.
• Review of inventory, forecast, lead times, and bill of material reports to ensure proper materials are available to operations at the optimal ordering points.
• Assist operations at US locations in the management of the company's inventory levels to determine when new purchases are needed. Using the MSR-FSR inventory management system as well as conduct visual inspections of inventory levels. Use the inventory information to determine when to place replenishment orders and determine scheduled purchasing activities.
• Schedule incoming and outgoing shipments. A major part of this duty is preparing records to reflect when purchased items arrive and ensuring that all materials arrive. The Purchasing Specialist may also schedule outgoing shipments and/or work with internal shipping and receiving departments. Follow up with vendors to check in on late or missing shipments or to report damaged goods.
• Review pricing from approved vendors to ensure best price/value.
• Support vendor relations and profitability by managing vendor relations and preparing bid requests and contracts. The Purchasing Specialist will speak directly with vendor representatives to gather pricing data, compare vendor offers for shipping rates and material prices, and maintain vendor contract information.
• Ensure purchases are approved and have supporting documentation as required.
• Assist with vendor reviews and audits.
• Assist with development and improvements of procurement systems and programs.
• Ad hoc analysis as requested

Job Requirements

• Clerical skills - clerical skills are key in this role, required to prepare orders and reports and ensure that information is correctly entered in MSR-FSR’s systems.
• Mathematics - Should possess good mathematical skills to ensure that calculations are correct when determining costs and completing purchase orders.
• Relationship management - strong relationship development and management skills to support work with vendors and internal operation customers.
• Client service skills - client service skills are also important in this role, working with multiple departments to complete orders and maintain records
• Communication skills - Effective verbal and written communication is a must, able to speak with and write to vendors, shipping companies, and internal personnel.
• Advanced Excel Skills required and must be proficient in Microsoft Office Suite.
• Proficient with QuickBooks.
• Thoroughness, accuracy, and attention to detail in all aspects of work.
• Organized, dependable, reliable, able to work well independently and in a cross functional team.
• Strong organizational skills and an ability to manage projects and activities in a structured way and evaluate the results. Must be able to overcome obstacles to achieve the right end result.
• Experience working within a global, cross-functional organization.
• Sensitivity to cultural and regional differences in communications, including style and spelling.
• The ability to prioritize and handle a variety of detailed tasks simultaneously and to work effectively and efficiently under tight deadlines.
• Outstanding interpersonal skills and ability to build teamwork and trust.
• Ability to anticipate and initiate projects and coordinate others’ involvement.
• Ability to contribute to the development of systems and processes.

Education and Experience

• High School Diploma or GED.
• 2+ years of relevant experience.

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