Purchasing Coordinator at Heritage Pool Supply Group Inc — Louisville, KY

Position Purpose:

The Purchasing Coordinator at Heritage Family of Companies, serving the Company's Business Customers, plays a pivotal role in ensuring the efficient procurement of materials to support operational excellence and customer satisfaction. This role is responsible for generating and managing purchase orders, maintaining accurate purchase order data, and expediting orders to meet demand while fostering strong relationships with branches and vendors. With a focus on precision, time management, and exceptional customer service, the Purchasing Coordinator contributes to the continuous improvement and success of our business operations.

Key Responsibilities:

• Coordinate and execute the generation and placement of purchase orders in alignment with branch requirements, ensuring timely and accurate processing to support operational efficiency.
• Maintain and update purchasing data within spreadsheets and system notifications, ensuring accuracy and accessibility of information for relevant stakeholders.
• Proactively engage with suppliers to confirm purchase order acknowledgments, and diligently track shipping schedules and anticipated receipt dates to mitigate supply chain disruptions.
• Actively address and resolve aged open items with suppliers, optimizing order fulfillment timelines and enhancing vendor relationships.
• Collaborate effectively with location managers and the accounts payable team to ensure seamless closure of purchase orders for timely payment processing.
• Exhibit meticulous attention to detail in reviewing and tracking product levels and allocations, safeguarding against inventory discrepancies and optimizing stock availability.
• Utilize Excel and Microsoft Office Suite proficiently, applying advanced formulas and formatting techniques to streamline purchasing operations and reporting tasks.
• Foster a strong team-oriented environment, leveraging excellent customer service skills to support internal and external partners in achieving collective purchasing objectives.

Direct Manager Direct Reports:

Reporting Structure: The Purchasing Coordinator will report directly to the Regional Purchasing Manager / Director. This role supports the facilitation of purchasing activities and maintaining efficient procurement processes.

Direct Reports: This position does not have direct reports.

Travel Requirements:

The Purchasing Coordinator for the Company is required to travel occasionally for supplier site visits and branch coordination, with such travel expected to be within a manageable distance and duration to ensure continued support for operational needs.

Physical Requirements:

The role of Purchasing Coordinator, predominantly involves tasks that are performed in an office setting. The responsibilities require prolonged periods of sitting and working at a computer workstation, which includes typing, data entry, and viewing a computer screen. The position also necessitates the ability to communicate effectively in person and via telephone and email, ensuring clear and professional interactions with colleagues and vendors. Occasionally, the role may involve lifting office supplies or materials weighing up to 20 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position, in alignment with the Americans with Disabilities Act (ADA). We are committed to supporting a diverse workforce and fostering an inclusive environment, ensuring all employees have the opportunities and tools necessary to succeed and advance in their roles.

Working Conditions:

The Purchasing Coordinator role at the Company is structured within a mostly remote based environment. This position requires regular interaction with team members, suppliers, and various branches, favoring collaboration and effective communication. The work environment is dynamic and fast-paced, characterized by a deadline-driven atmosphere that demands precision and efficiency. The nature of the responsibilities entails meticulous attention to detail and the ability to adapt to shifting priorities, particularly during peak seasons when overtime may be necessary. This setting provides a balance of routine administrative tasks and the immediacy of responsive operations, underpinning a culture of diligence and excellence in purchasing functions.

Minimum Qualifications:

Educational Background:

• High School diploma or equivalent required.
• Bachelor’s degree is an advantage.

Professional Experience:

• Demonstrated experience in purchasing or a related field.
• Proven track record of working effectively under occasional deadline pressure while maintaining attention to detail and accuracy.

Technical Proficiencies:

• Proficient in Microsoft Excel and Microsoft Office Suite (including the utilization of formulas and formatting tools).
• Familiarity with Agility software is considered a plus.

Communication and Interpersonal Skills:

• Strong written and verbal communication skills with a professional demeanor.
• Excellent customer service orientation and ability to interact with suppliers and team members effectively.

Time Management and Organizational Skills:

• Proven ability to manage time efficiently, coordinating multiple tasks and assignments promptly.

Teamwork and Work Ethic:

• Strong team player demonstrating excellent work ethic and integrity.

Additional Requirements:

• Must be able to pass a pre-employment drug test.

Preferred Qualifications:

• Advanced Procurement Certifications: Possession of advanced certifications such as Certified Purchasing Manager (CPM) or Certified Professional in Supply Management (CPSM) is highly desirable, demonstrating a commitment to the procurement profession and a depth of industry knowledge.
• Industry-Specific Experience: Previous experience in the landscape supply industry or a related field is preferred, providing valuable insights into market trends and supplier relationships pertinent to the role.
• Analytical Proficiency: Demonstrated expertise in utilizing data analysis tools to interpret market trends and purchasing data, aiding in strategic decision-making and optimizing procurement strategies.
• ERP System Expertise: Proven experience with enterprise resource planning (ERP) systems beyond Agility, such as SAP or Oracle, to manage supply chain operations more effectively and ensure seamless integration with existing systems.
• Negotiation Skills: Strong negotiation skills with a proven track record of securing favorable terms and conditions with suppliers, contributing to cost savings and enhanced supplier partnerships.
• Project Management Abilities: Proficiency in managing multiple projects simultaneously with a structured approach, ensuring timely completion and alignment with organizational objectives.
• Continuous Improvement Mindset: A proactive approach to identifying process inefficiencies and implementing improvements, aligned with the company's mission of growth and advancement.
• Relationship Management: Experience in fostering robust relationships with vendors and internal stakeholders, promoting collaboration and ensuring alignment with business objectives.
• Advanced Excel Capabilities: Expertise in utilizing advanced Excel functions, including pivot tables, VLOOKUP, and macros, to streamline data management and reporting processes.

Minimum Education:

A High School diploma or its equivalent is required for the position of Purchasing Coordinator.

Preferred Education:

A Bachelor's degree in Business Administration, Supply Chain Management, or a related field is ideal, enhancing foundational skills in purchasing coordination beyond the minimum high school diploma requirement.

Minimum Years Of Work Experience:

Minimum of two years of relevant work experience in purchasing or a related field.

Certifications:

• Certified Professional in Supply Management (CPSM)
• Certified Supply Chain Professional (CSCP)
• Certified Purchasing Professional (CPP)

Competencies:

• Effective Communication: Proficient in both verbal and written communication to facilitate clear interactions with branches, vendors, and internal teams, ensuring all purchase order-related activities are accurately conveyed and understood.
• Attention to Detail: Meticulously reviews and tracks purchase orders and data, maintaining high accuracy even under tight deadlines to prevent errors and ensure seamless purchasing operations.
• Technical Proficiency: Skilled in utilizing Microsoft Office Suite, notably Excel for managing spreadsheets, and familiar with enterprise resource planning systems like Agility software to maintain and update purchase order information efficiently.
• Time Management: Demonstrates excellent organizational skills to prioritize tasks, manage time effectively, and ensure timely updates and closure of purchase orders to keep up with demands and deadlines.
• Problem Solving: Capable of identifying and addressing issues with suppliers, including aged orders, to ensure prompt resolution and minimize disruptions in supply chain processes.
• Customer Service Orientation: Focused on nurturing strong partnerships with internal and external stakeholders by consistently delivering high levels of service and support, especially when interacting with location managers and accounts payable teams.
• Collaboration and Teamwork: A cooperative team player with a robust work ethic, able to seamlessly integrate with teams to contribute to the collective goals and success of the Company.
• Adaptability: Flexible and open to handling a variety of related duties as assigned, demonstrating the ability to adapt to changing priorities and demands within the purchasing department.

Job Location:

Recreonics - Louisville

4200 Schmitt Ave Louisville, KY 40213