Purchasing Coordinator

JOB DESCRIPTION: Purchasing

Compliance Status: ISO 9001:2015 | API Spec Q1 Compliant

1. Job Summary & Quality Impact

1.1 Purpose: The Purchasing Agent supports the procurement of raw materials, components, and outsourced services. This role focuses on the administrative and operational execution of the supply chain, ensuring that all orders are placed accurately and on time.

1.2 Quality Statement: Pursuant to API Spec Q1 (Clause 5.6), this role ensures that all purchase orders (POs) contain the necessary technical requirements. By verifying that suppliers provide correct documentation (MTRs/CoCs), this role acts as the first line of defense in maintaining Durbin Industrial Valve’s quality standards.

2. Reporting Relationships

• Reports To: CEO, VP, Controller & HR or Operation Quality Controller.
• Internal Collaboration: Works closely with the Engineering Lead to learn technical specifications and with the Warehouse Specialist to resolve inventory discrepancies.

3. Competence Requirements (ISO 9001 Cl. 7.2 / API Q1 Cl. 4.3.2)

Category

Requirement

Documented Evidence Required

Education

High School Diploma or equivalent.

Copy of Diploma on file.

Experience

0–2 years in an office or manufacturing environment (will train).

Verified Resume / Reference Check.

Technical

Ability to learn JobBoss2 (Purchasing/Inventory modules).

Internal Training Record.

Attention

High detail orientation for comparing numbers and codes.

Competency Assessment / Test.

Export to Sheets

4. Duties & Responsibilities (Operational Focus)

4.1 Purchase Order Execution (Clause 5.6.2)

• PO Entry: Generate Purchase Orders in JobBoss2 based on system requirements or internal requisitions.
• Data Accuracy: Ensure every PO for pressure-containing parts explicitly requests Material Test Reports (MTRs) and Certificates of Conformance (CoC).
• Order Tracking: Follow up with vendors to confirm receipt of orders and verify estimated ship dates.

4.2 Supplier Documentation & The AVL (Clause 5.6.1)

• Record Keeping: Assist in maintaining the Approved Vendor List (AVL) by collecting updated ISO/API certificates from suppliers.
• Repository Management: Upload supplier quality documents and certifications into the JobBoss2 Repository Manager.
• Onboarding Support: Help gather preliminary data (questionnaires/business history) for the VP or Manager to vet new suppliers.

4.3 Verification & Communication (Clause 5.6.3)

• Discrepancy Resolution: Work with the warehouse to resolve "Short Ships" or incorrect parts by contacting the vendor immediately.
• RTV Coordination: Assist in the Return to Vendor (RTV) process by preparing shipping labels and documentation for non-conforming material.
• Expediting: Contact suppliers to pull in delivery dates when production schedules require urgent material.

4.4 Performance Tracking

• Data Entry: Log vendor performance data (late shipments or damaged goods) into the ERP system to support annual evaluations.

5. Authority

• PO Issuance: Authorized to issue POs for standard stock items within established low-limit thresholds. (Higher value or non-standard items require Manager approval).
• Information Request: Authorized to contact any supplier to demand missing quality documentation (MTRs).

6. Measures of Performance (KPIs)

• PO Accuracy: Zero instances of "Missing Requirements" (e.g., forgot to request MTRs) on issued orders.
• Data Timeliness: 100% of POs are entered and confirmed within 24–48 hours of requisition.
• Document Compliance: Zero missing vendor certifications in the JobBoss2 Repository for new orders.
• Professionalism: Maintains positive, professional relationships with the supply base.

7. Physical & Working Conditions

• Environment: Primarily office-based.
• Senses: High vision requirement for reviewing fine print on technical specifications and vendor quotes.
• Movements: Regular sitting; occasional trips to the shop floor to check physical stock levels.