Purchasing Agent

JOB SUMMARY:

The Purchasing Agent plays a vital role in facilitating the procurement process and estimating for outside items in the print production industry. This role involves collaborating closely with the Sales team to understand client needs, managing the procurement of various items including printing materials, ad specialty items, hardware, and facility supplies, and maintaining strong relationships with outside vendors. Additionally, the coordinator works closely with the production team to manage overflow printing, ensures timely delivery of materials, and maintains quality standards through daily vendor communication.

Backup Coverage:

The Purchasing Agent provides backup support for the Purchasing and Production teams and assists other departments as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Core duties and responsibilities include the following. Other duties may be assigned. 

Collaboration with Sales Team:

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  • Liaise with the Sales team to comprehend quote requests and client requirements.
  
  
  • Assist in estimating costs and procuring items to fulfill client orders.
  
  

Estimating and Purchasing:

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  • Manage all estimating and purchasing activities for external items, including printing materials, ad specialty items, hardware, and facility supplies.
  
  
  • Evaluate supplier quotes, negotiate pricing, and issue purchase orders to selected vendors.
  
  

Vendor Management:

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  • Establish and nurture relationships with external vendors to ensure reliable and timely procurement of materials.
  
  
  • Coordinate vendor presentations for the Sales team, including quarterly Lunch & Learn sessions.
  
  

Production Support:

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  • Collaborate with the production team to outsource overflow printing and manage production schedules.
  
  

Market Research and Technology Awareness:

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  • Stay abreast of new printing technologies and ad specialty items to provide insights to the Sales team.
  
  
  • Arrange vendor presentations and training sessions to educate the Sales team on new products and technologies.
  
  

Coordination with Receiving and Accounting Departments:

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  • Work closely with the receiving department to ensure timely receipt of items and address any shortages or quality issues.
  
  
  • Collaborate with the accounting department to set up new vendors, ensure accuracy of purchase orders, and reconcile company credit card purchases.
  
  

REQUIRED SKILLS/EXPERIENCE: 

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  • Bachelor's degree or equivalent experience in business, supply chain management, or a related field.
  
  
  • Proven experience in procurement, estimating, or a related role within the print production industry.
  
  
  • Proficiency in using procurement and project management systems.
  
  
  • Strong communication and interpersonal skills to collaborate effectively with Sales, Production, and Accounting teams.
  
  
  • Proficiency in estimating costs, negotiating pricing, and issuing purchase orders.
  
  
  • Excellent organizational skills and attention to detail to manage multiple tasks and deadlines effectively.
  
  
  • A firm understanding of offset, digital on-demand printing, large format, ad-specialty, and other ancillary services is important.
  
  
  • Knowledge of printing technologies, materials, and ad specialty items.
  
  
  • Ability to stay updated on industry trends and innovations.
  
  
  • Familiarity with procurement software systems and accounting software is advantageous.
  
  

SUPERVISORY RESPONSIBILITIES

• This job has no supervisory responsibilities. 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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  • While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk.
  
  
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
  
  
  • The employee must occasionally lift and/or move up to 10 pounds.
  
  

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This role is based in-office; however, limited remote flexibility may be considered in exceptional circumstances. This is a salaried position, and occasional after-hours work may be required.