Purchasing Agent / Maintenance Repair and Operations

Position Summary

The Purchasing Agent / MRO Buyer is the primary owner of the Maintenance Storeroom, managing it from both a physical and process standpoint. This role is responsible for all aspects of procuring goods and services, with a specific focus on Maintenance, Repair, and Operations (MRO) inventory. The ideal candidate will be a skilled negotiator with strong analytical and communication skills, capable of managing supplier relationships, resolving issues, and ensuring the timely availability of critical parts and materials to support plant operations.

 Key Responsibilities

• Inventory and Storeroom Management:
  • Fully own the Maintenance Storeroom, including physical organization and process optimization.
  • Conduct regular cycle counts and full physical inventories to ensure inventory accuracy.
  • Receive all requests for MRO parts and provide feedback to the Maintenance Manager on inventory additions or changes.
  • Review the inventory reorder list at least weekly to ensure stocking levels are maintained.

• Purchasing and Procurement:
  • Utilize and maintain the computerized maintenance management system (CMMS) and other purchasing software to process orders, track inventory, and generate reports.
  • Dictate purchase order tier levels based on set criteria.
  • Manage and review the purchase order backlog, communicating any issues to relevant stakeholders.
  • Support reactive purchasing needs to address urgent plant or departmental issues.
  • Negotiate contracts with vendors and suppliers to secure the best pricing and terms.
  • Receive and process requests from Storeroom Clerks, Planners, etc. for work order parts.
  • Seek authorization for payments and maintain accurate records of purchases, receipts, and inventories.

• Supplier and Vendor Relations:
  • Evaluate potential suppliers based on price, quality, availability, and other criteria.
  • Interview vendors and visit supplier facilities to stay informed on products, services, and pricing.
  • Communicate with suppliers to schedule deliveries and resolve any shipping errors or delays, especially those that hold up work orders or affect stock levels.
  • Attend industry trade shows to stay current on market trends and build a network of suppliers.

• Communication and Collaboration:
  • Function as the pivotal point of contact for all matters related to the position, including MRO inventory changes and purchase order backlog issues.
  • Collaborate with the Maintenance Manager on MRO inventory decisions; this role does not have final decision rights in a vacuum.
  • Review work order requests at least weekly.
  • Support system and procedure changes, assisting in the implementation of new software or updates as needed.
  • Assist in training team members as needed. 
  • Supplier Performance Management: Support and track key performance indicators (KPIs) for critical suppliers, such as on-time delivery, quality, and cost savings.
  • Conduct regular business reviews with top suppliers to drive continuous improvement.
  • Proactive Inventory Optimization: Support of a criticality analysis (A-B-C classification) for all MRO parts to prioritize inventory management efforts.
  • Use historical data and maintenance plans to forecast future parts needs, moving away from reactive purchasing.
  • Process Automation and System Utilization: Champion the full utilization of the CMMS system, ensuring data integrity and leveraging its capabilities for automated reordering and reporting.
  • Explore opportunities to integrate purchasing processes with other plant systems for streamlined operations.
  • Strategic Sourcing: Develop and maintain a pipeline of potential new suppliers to ensure market competitiveness and mitigate supply chain risks.
  • Lead the bidding and request for proposal (RFP) processes for high-value contracts.
  • Cost Reduction Initiatives: Actively identify and pursue cost-saving opportunities through bulk purchasing, vendor consolidation, and alternative part sourcing.
  • Implement a robust process for managing and disposing of obsolete or excess inventory to recover value.

Required Qualifications and Skills

 Experience: 2-3 years of experience in a related field.

• Education: High School Diploma or equivalent.
• Core Competencies:
  • Strong negotiation skills.
  • Excellent analytical and critical thinking skills.
  • Sound judgment and decision-making abilities.
  • Exceptional written and verbal communication skills.
  • Strong interpersonal skills to build and maintain relationships with internal and external stakeholders.
  • Proficiency in using CMMS and other purchasing or inventory management software.

Physical Requirements

• The ability to sit or stand for extended periods.
• Occasional lifting of up to fifty pounds may be required.
• The ability to move throughout the plant and storeroom to assess inventory, including the ability to safely climb ladders to access elevated inventory or storage locations.
• Visual acuity to review documents, computer screens, and inventory items.

Reporting Requirements

• Weekly status reports on purchase order backlog and critical inventory issues to the Maintenance Manager.
• Updates on significant supplier issues or delivery delays as they arise.
• Regular feedback to the Maintenance Manager regarding proposed MRO inventory additions or changes.
• Attendance at weekly meetings to review work order requests and other departmental matters.
• Documentation and reporting of inventory accuracy based on cycle and physical counts. 

Disclaimer: The requirements and responsibilities outlined in this job description are intended to describe the general nature and level of work performed by the employee. This is not a complete list of all responsibilities, duties, and skills required. The company reserves the right to modify, add, or remove duties, as necessary.