What are the responsibilities and job description for the Purchasing Manager position at DDS Mechanical Plumbing & Heating Corp.?
PURCHASING & SHOP MANAGER
Department: Procurement & Shop — Operations
Reports To: Operations Manager / Leadership Team
ROLE SUMMARY
The Purchasing & Shop Manager owns every dollar D.D.S. spends on material, equipment, and tools, and the entire shop operation that moves it to the field. This person is the single point of contact between our vendors and our internal team of Project Managers, Assistant Project Managers, General Supervisors, and Foremen — the hub that every order, delivery, and back order runs through. They are responsible for all purchasing, major and minor, from a single no-hub coupling pulled off the shelf for a van to a six-figure equipment package for a Procore project. The role runs on a blanket purchase order system in which every PO references the job number / Procore project ID, so that material cost lands against the right job from the moment it is ordered. Beyond buying, this person runs the shop floor — directing the shop hands and drivers, dispatching daily delivery routes, governing inventory both in the warehouse and on the vans, and knowing at any given moment what D.D.S. already has in stock before a dollar is spent buying more. Where a Project Manager defines what a job needs and when, the Purchasing & Shop Manager controls how it is sourced, priced, stored, and delivered — at the best price, on time, and fully documented. Above all this is an organized role: the person who holds it keeps the paper trail clean from packing slip to invoice to statement, tracks every back order to closure, and can always answer where an order is and what it cost.
CORE OUTCOMES
- Every order placed against the right job via a blanket PO referencing the job number / Procore project ID
- Competitive pricing on every purchase — the best available price, not the habitual one
- Material and equipment delivered to the right site at the right time, with no schedule held up by procurement
- A clean, reconciled paper trail for every vendor account — packing slip to invoice to back order to credit to monthly statement
- Back orders tracked and closed, with the field never blindsided by a delay
- High shop and van inventory utilization — pull from stock first, buy second
- Shop hands and drivers running an efficient, accountable daily operation
PURCHASING AND BLANKET PO MANAGEMENT
- Own all purchasing for D.D.S. — both major (equipment, fixtures, large material packages) and minor (daily job and van orders).
- Issue every purchase order under the blanket PO system, referencing the job number / Procore project ID so cost is captured against the correct job from the point of order.
- Obtain price quotes from vendors for daily orders and for large equipment and fixture orders.
- Reach out to several vendors and secure competitive pricing on every order when there is room to do so — do not default to a single supplier out of habit.
- Negotiate contracts, bulk discount pricing, and available rebates to secure favorable terms for the company.
- Expedite orders on a priority basis as required.
- Respond to inquiries from staff and administration regarding purchasing procedures and the status of orders and items.
ORDER VERIFICATION AND DOCUMENTATION
- Check every order and verify all deliveries against the PO for accurate price and quantity.
- Once PO and delivery tickets are confirmed for price and quantity, assemble a complete package for office Accounts Payable so each item reconciles correctly against vendor statements.
- Maintain the filing and reconciliation system for all vendor accounts — from packing slip to invoice to back orders and credits to monthly statement.
- Issue and archive purchasing documentation so any order can be traced and its cost confirmed at any time.
- Keep the paper trail and digital records organized and current — this is a defining requirement of the role.
BACK ORDERS, RETURNS, AND CREDITS
- Follow up on all back orders and track each one to closure.
- Keep internal staff aware of delays and back orders before they affect the work in the field.
- Coordinate returns of overstock and defective material, and follow through to ensure credits post to the correct account.
INVENTORY MANAGEMENT — SHOP AND VANS
- Proactively manage material inventory for the warehouse and the vans.
- Always know what D.D.S. has in stock, and pull from shop inventory first whenever possible before purchasing new material.
- Maintain awareness of stock levels and reorder points so common material is on hand without overstocking.
- Audit field inventory on job sites to determine when to perform a clean-out or move material to where it is needed.
- Oversee tool inventory, repair, and purchase.
SHOP, DRIVERS, AND DISPATCH
- Run the shop floor and direct the shop hands and drivers — delegate daily duties across facilities, inventory, and stock.
- Manage and dispatch daily delivery routes, coordinating with the field to consolidate runs and reduce unnecessary trips.
- Prioritize speedy delivery for the service van crews and organize the loading and unloading of service trucks.
- Coordinate with foremen to plan deliveries efficiently — fewer, better-timed drops rather than constant one-off runs.
- Oversee shop and fleet maintenance — GPS tracking, oil changes, registrations, and vehicle upkeep.
- Manage shop office open and close procedures (lights, gates, etc.) and the daily clean-up of office garbage, shop, yard, and pick-up days.
VENDOR MANAGEMENT
- Identify, evaluate, and select suppliers for quality, cost-effectiveness, and reliability.
- Develop and maintain strong relationships with existing vendors, and develop new vendor relationships where they deliver better pricing or service.
- Frequently evaluate vendors on quality, timeliness, and price; bring new suppliers in when they improve cost or performance.
- Maintain strong relationships with internal staff and serve as the reliable resource between the field and the vendor base.
PROJECT COORDINATION AND SUBMITTALS
- Understand and work with project submittal packages to ensure the correct materials are ordered, delivered, and installed.
- Work with Project Managers to coordinate the types of materials used on job sites and to resolve availability and pricing issues.
- Ensure timely delivery of materials and equipment so procurement never sits on the critical path.
- Collaborate with all internal departments to maximize efficiency.
REPORTING AND CADENCE
- Daily: place and verify orders, dispatch drivers and delivery routes, update order and back-order status, and direct shop operations.
- Weekly: vendor pricing and performance review, inventory and stock review, and back-order follow-up.
- Monthly: vendor statement reconciliation and a procurement activity report to Operations and Leadership.
- Escalate cost overruns, critical back orders, and vendor disputes to Operations and Leadership promptly.
DECISION AUTHORITY
- Project Managers and the field define what material and equipment each job needs and when.
- The Purchasing & Shop Manager controls how those needs are sourced, priced, and delivered, and holds authority over vendor selection, blanket PO issuance, shop operations, and driver dispatch.
- Operations Management and Leadership approve major equipment commitments and make final determinations on procurement strategy.
REQUIREMENTS
- Proven purchasing and procurement experience, ideally in commercial plumbing, mechanical, or construction supply.
- Strong command of plumbing and mechanical materials, equipment, and fixtures — able to read a submittal and know what to order.
- Demonstrated negotiation skill and a track record of securing competitive pricing, bulk discounts, and rebates.
- Exceptional organizational skills — this role tracks orders, back orders, deliveries, inventory, and vendor accounts across many jobs at once without losing visibility into any of them.
- Proficiency with Procore, the blanket PO / job-number system, and standard digital tools — email, spreadsheets, and reporting platforms.
- Ability to lead and direct shop hands and drivers, and to run an efficient dispatch operation.
- Strong attention to detail and documentation discipline — packing slip to invoice to statement.
- Valid New York State driver's license in good standing.
D.D.S. Mechanical Plumbing and Heating Corp. is an equal opportunity employer.
Job Type: Full-time
Pay: Up to $100,000.00 per year
Experience:
- Negotiation: 3 years (Required)
- Purchasing: 3 years (Required)
- Plumbing: 5 years (Required)
Work Location: In person
Salary : $100,000