Purchasing Supervisor

Job description:

Job Summary

The Purchasing Administrator is responsible for supporting and coordinating the purchasing activities of AHI Facility Services. This position ensures that supplies, equipment, materials, uniforms, and other operational needs are ordered accurately, delivered on time, properly documented, and purchased in accordance with company procedures and approved budgets.

The Purchasing Administrator works closely with Operations, Accounting, vendors, and other departments to maintain accurate purchasing records, monitor orders, resolve discrepancies, control costs, and support the operational needs of AHI's corporate office and client locations.

This position requires strong organization, attention to detail, communication skills, and the ability to manage multiple purchasing requests and priorities in a fast-paced, multi-location environment.

Essential Responsibilities

Purchasing & Order Management

• Process approved purchase requests for supplies, equipment, uniforms, materials, and other company needs.
• Create and maintain purchase orders as required.
• Obtain pricing, quotes, and product information from approved vendors.
• Compare pricing, availability, delivery schedules, and product specifications to support cost-effective purchasing decisions.
• Place orders accurately and within established timelines.
• Monitor outstanding orders and follow up with vendors regarding delivery status.
• Communicate delays, back orders, substitutions, or other purchasing concerns to the appropriate department or manager.
• Verify that purchases are authorized prior to placing orders.
• Help ensure purchases remain within established budgets and company guidelines.

Vendor Management

• Maintain accurate vendor contact information, pricing, agreements, and purchasing documentation.
• Communicate professionally with vendors regarding orders, pricing, credits, returns, shortages, and damaged merchandise.
• Assist management with identifying alternative vendors or products when necessary.
• Request quotes and pricing comparisons for larger purchases or new products.
• Monitor vendor performance, including delivery times, product quality, customer service, and pricing.
• Maintain positive and professional relationships with company vendors.

Invoice & Accounting Support

• Review purchase orders, packing slips, invoices, and supporting documentation for accuracy.
• Assist Accounting with researching invoice discrepancies.
• Verify quantities, pricing, and delivery information when requested.
• Coordinate credits, refunds, returns, or corrections with vendors.
• Ensure purchasing records and supporting documentation are properly maintained and submitted to accounting when required.
• Assist with reconciliation of purchasing transactions as needed.

Supply & Inventory Coordination

• Monitor commonly purchased supplies and assist with maintaining appropriate inventory levels.
• Coordinate purchasing needs with Project Managers, Operations leadership, and corporate departments.
• Help prevent unnecessary or duplicate purchases.
• Assist with tracking company equipment, supplies, uniforms, or other assets when applicable.
• Coordinate distribution or delivery of purchased items to the appropriate AHI location or account.
• Monitor high-volume or frequently ordered products and communicate potential cost-saving opportunities.

Administrative Responsibilities

• Maintain organized electronic and/or physical purchasing records.
• Prepare purchasing reports, spreadsheets, order summaries, and other documentation as requested.
• Track open purchase orders and outstanding purchasing requests.
• Maintain accurate records of vendor quotes and purchasing approvals.
• Respond to internal purchasing inquiries in a timely and professional manner.
• Assist with special purchasing projects and administrative assignments as needed.
• Follow established approval processes and company purchasing procedures.
• Protect confidential company, vendor, pricing, and financial information.