Purchasing Service Manger

Integrated Protection Services (IPS) is seeking a detail-oriented and highly organized Purchasing Services Manager. The Purchasing Service Manager supports the company’s procurement, vendor coordination, and material logistics processes. This role ensures timely and accurate purchasing of equipment, materials, and services while maintaining strong communication with project teams, service departments, vendors, and warehouse personnel. The position is ideal for an organized, detail‑oriented individual looking to grow within supply chain or purchasing operations.

Essential Functions

Procurement of Equipment & Materials

• Process purchasing requests based on approved Bills of Material (including quantity, part numbers, manufacturer, and intended vendor).
• Enter orders through the project hub and create sources for service or non‑job materials.
• Meet purchasing turnaround requirements:
  • Standard orders: within 48 business hours
  • Expedited orders: same business day, when noted by the Project Manager
• Follow up on outstanding purchase requests beyond the expected timeframe.
• Identify replacement or alternative products when items are backordered or end‑of‑life (pending approval by Project Management or Operations).
• Coordinate with engineering when operational input is required.
• Maintain clear boundaries:
  • Not responsible for project registrations, competitive discounts, or vendor-specific client codes/forms.

Vendor Management & Pricing Support

• Maintain vendor contact information and understand each vendor’s purchasing and RMA processes.
• Communicate with manufacturers and distributors as needed for pricing, product availability, and procedural questions.
• Update and maintain pricing files and cost information with guidance from Purchasing leadership.
• Escalate supply chain issues, shortages, or price changes to the appropriate internal teams.

Inventory & Warehouse Coordination

• Assist with purchasing inventory according to established min/max stocking levels.
• Provide historical usage data when requested by warehouse or operations personnel.
• Support local branches with RMA processes and vendor‑specific requirements.
• Help troubleshoot shipping or invoice discrepancies when escalated by branches.

Project & Service Support

• Provide order status updates, backorder information, and revised ETAs when requested.
• Ensure requests from Project Managers are processed accurately and with appropriate prioritization.

Financial Accuracy & Cost Control

• Ensure purchase orders include:
  • Correct job numbers
  • Accurate cost codes
  • Proper quantities
  • Correct vendor selection
  • Accurate shipping destinations
• Notify Project Managers when item cost variances occur against known assumptions.

Logistics & Delivery Coordination

• Choose appropriate shipping methods based on operational requests.
• Coordinate delivery locations, including branches, job sites, and technicians.
• Assist with resolving shipping issues (missing, damaged, or late materials).
• Process lift or rental equipment orders; coordinate with Operations for pickup scheduling.

Required Qualifications

• High school diploma required; associate degree or coursework in supply chain, business, or logistics preferred.
• 1–2 years of experience in purchasing, supply chain, or administrative support roles (preferred but not required).
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities and meet specific turnaround times.
• Basic understanding of purchasing processes, pricing, and vendor communication.
• Proficiency with purchasing systems, order entry platforms, and Microsoft Office.
• Strong written and verbal communication skills.

Key Competencies                                                                            

• Accuracy and attention to detail
• Time management and prioritization
• Professional communication
• Problem-solving and follow-through
• Team collaboration
• Willingness to learn and improve processes

Work Environment

• Fast-paced environment requiring responsiveness and consistent follow-up.
• Regular interaction with project managers, service teams, warehouse staff, and vendors.