Procurement & Purchasing Manager

Procurement & Purchasing Manager

Department: Operations

Reports To: Director of Operations

Supervises: Warehouse Manager, Warehouse Team

FLSA Status: Exempt

Schedule: 8:30 AM – 5:00 PM, Monday through Friday

Weekends: Rare

Company Overview

The organization is a premier luxury residential technology integration firm. It specializes in audio/video systems, lighting control, motorized window treatments, distributed AV, networking, and smart home automation. The company’s commitment to technical excellence and customer satisfaction defines everything it does.

Position Summary

The Procurement & Purchasing Manager is the owner of all purchasing for the organization and serves as the primary point of contact for all manufacturers and vendor partners.

This role is responsible for reviewing, approving, and executing all purchases for projects and inventory, ensuring complete alignment with approved project documentation and company standards.

As the final checkpoint before money is spent, this individual acts as a financial and operational safeguard, preventing unauthorized purchases, errors, and waste.

The role also owns vendor relationships, product knowledge, and purchasing strategy, ensuring the organization is buying the right products, from the right partners, at the right time.

Key Responsibilities

Purchasing Oversight & Approval

• Serve as the central owner of all purchasing activities.
• Review and approve all project-related purchases prior to order placement.
• Ensure all items being purchased are accurately reflected in approved project documentation (proposals, engineering plans, revisions).
• Act as a safety net to prevent unauthorized or incorrect product purchases, duplicate or unnecessary orders, and budget overruns or waste.
• Collaborate with Sales, Engineering, and Project Management to resolve discrepancies before purchasing.

Project Alignment & Financial Accountability

• Confirm all purchase orders align with approved scopes of work, change orders, revisions, and budget expectations.
• Identify and flag inconsistencies or risks before orders are placed.
• Partner with Finance to ensure purchasing discipline, cost control, and margin protection.
• Monitor product lead times and proactively communicate risks, delays, or substitutions to Project Managers and other stakeholders.
• Recommend alternate products when availability, cost, or timelines impact project execution.

Inventory & Warehouse Management

• Oversee the Warehouse Manager and warehouse operations.
• Establish and maintain core inventory standards for commonly used items.
• Monitor and adjust inventory levels based on project pipeline, seasonal demand, and historical usage trends.
• Ensure efficient material flow to support field teams and project timelines.
• Continuously improve warehouse organization, accuracy, and processes.

Manufacturer & Vendor Ownership

• Serve as the primary point of contact for all manufacturers, reps, and distributors, owning vendor relationships across the organization.
• Lead vendor communication related to product selection, specification alignment, pricing, programs, and overall cost management.
• Oversee order placement, tracking, and issue resolution to ensure a seamless flow from vendor to project execution.
• Develop deep expertise in the organization’s core product lines and preferred partners.
• Participate in ongoing manufacturer training and proactively share relevant updates and insights with internal teams.
• Guide Sales, Engineering, and Project Management toward approved and preferred products to drive consistency and standardization.
• Build and maintain strong, strategic vendor relationships to ensure reliability, priority support, and favorable terms.
• Continuously evaluate vendor performance and identify opportunities for cost savings, improved purchasing efficiency, and product standardization.
• Maintain and manage all vendor pricing within internal systems, ensuring accuracy, consistency, and alignment with current pricing.
• Regularly update pricing based on vendor changes, programs, and negotiated terms so proposals and purchasing reflect correct costs.
• Audit pricing in the system to prevent errors, outdated information, or margin leakage.
• Work closely with Sales and Finance to ensure pricing structures support profitability and align with company standards.
• Oversee and manage returns, RMAs, damaged goods, and vendor discrepancies to minimize financial loss and project delays.

Operational Process & Continuous Improvement

• Develop and enforce purchasing processes and standards across the company.
• Identify inefficiencies and implement improvements in procurement workflows.
• Work toward creating a scalable purchasing system that supports company growth.
• Maintain accurate purchasing records and documentation.
• Own and maintain purchasing and product data within company systems (e.g., ERP, purchasing and engineering tools), ensuring accuracy for items, costs, and vendor information.

Communication & Coordination

• Serve as the central point of accountability for all purchasing-related communication.
• Provide clear updates to Project Managers on order status, delays, or issues.
• Collaborate cross-functionally to ensure alignment between departments and smooth project delivery.

Core Competencies

• Lead By Example – Sets the standard for accountability, accuracy, and ownership.
• Burning Passion – Takes pride in protecting company resources and improving processes.
• Built On Trust – Operates with integrity and ensures transparency in all decisions.
• Customer-Centric – Supports seamless project execution through disciplined purchasing.
• Be Real – Communicates clearly and addresses issues directly and proactively.
• We Over Me – Works across departments to drive company-wide success.

Qualifications

• 3–5 years of procurement, purchasing, or supply chain experience (experience in AV, construction, or technology environments preferred).
• Proven ability to review, validate, and control purchasing decisions.
• Strong organizational skills and a highly detail-oriented mindset.
• Experience managing inventory and/or warehouse operations preferred.
• Leadership experience or demonstrated ability to manage people and processes.
• Strong communication and problem-solving skills.
• Proficiency with purchasing, inventory, or ERP systems.

Key Traits for Success

• Self-starter who takes initiative without needing constant direction.
• Forward-thinking with the ability to anticipate needs and risks.
• Detail-obsessed with a strong sense of accountability.
• Process-driven, yet adaptable in a fast-paced environment.
• Comfortable being the “gatekeeper” and holding the line when needed.

Physical Demands

• Ability to sit for extended periods using a computer.
• Occasional lifting of items in excess of 25 pounds.

Work Environment

• Office-based with frequent interaction with warehouse, project management, and vendor teams.
• Fast-paced, detail-oriented environment requiring strong multitasking skills.