Purchasing Manager

PURCHASING & SHOP MANAGER Department: Procurement & Shop — Operations Reports To: Operations Manager / Leadership Team ROLE SUMMARY The Purchasing & Shop Manager owns every dollar D.D.S. spends on material, equipment, and tools, and the entire shop operation that moves it to the field. This person is the single point of contact between our vendors and our internal team of Project Managers, Assistant Project Managers, General Supervisors, and Foremen — the hub that every order, delivery, and back order runs through. They are responsible for all purchasing, major and minor, from a single no-hub coupling pulled off the shelf for a van to a six-figure equipment package for a Procore project. The role runs on a blanket purchase order system in which every PO references the job number / Procore project ID, so that material cost lands against the right job from the moment it is ordered. Beyond buying, this person runs the shop floor — directing the shop hands and drivers, dispatching daily delivery routes, governing inventory both in the warehouse and on the vans, and knowing at any given moment what D.D.S. already has in stock before a dollar is spent buying more. Where a Project Manager defines what a job needs and when, the Purchasing & Shop Manager controls how it is sourced, priced, stored, and delivered — at the best price, on time, and fully documented. Above all this is an organized role: the person who holds it keeps the paper trail clean from packing slip to invoice to statement, tracks every back order to closure, and can always answer where an order is and what it cost. CORE OUTCOMES - Every order placed against the right job via a blanket PO referencing the job number / Procore project ID - Competitive pricing on every purchase — the best available price, not the habitual one - Material and equipment delivered to the right site at the right time, with no schedule held up by procurement - A clean, reconciled paper trail for every vendor account — packing slip to invoice to back order to credit to monthly statement - Back orders tracked and closed, with the field never blindsided by a delay - High shop and van inventory utilization — pull from stock first, buy second - Shop hands and drivers running an efficient, accountable daily operation PURCHASING AND BLANKET PO MANAGEMENT - Own all purchasing for D.D.S. — both major (equipment, fixtures, large material packages) and minor (daily job and van orders). - Issue every purchase order under the blanket PO system, referencing the job number / Procore project ID so cost is captured against the correct job from the point of order. - Obtain price quotes from vendors for daily orders and for large equipment and fixture orders. - Reach out to several vendors and secure competitive pricing on every order when there is room to do so — do not default to a single supplier out of habit. - Negotiate contracts, bulk discount pricing, and available rebates to secure favorable terms for the company. - Expedite orders on a priority basis as required. - Respond to inquiries from staff and administration regarding purchasing procedures and the status of orders and items. ORDER VERIFICATION AND DOCUMENTATION - Check every order and verify all deliveries against the PO for accurate price and quantity. - Once PO and delivery tickets are confirmed for price and quantity, assemble a complete package for office Accounts Payable so each item reconciles correctly against vendor statements. - Maintain the filing and reconciliation system for all vendor accounts — from packing slip to invoice to back orders and credits to monthly statement. - Issue and archive purchasing documentation so any order can be traced and its cost confirmed at any time. - Keep the paper trail and digital records organized and current — this is a defining requirement of the role. BACK ORDERS, RETURNS, AND CREDITS - Follow up on all back orders and track each one…

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