Purchasing Specialist

ROLE AND RESPONSIBILITIES SUMMARY: The Purchasing Specialist manages day-to-day purchasing of furniture, equipment, supplies, and components through the ERP, supplier websites, and online marketplaces. Responsibilities include maintaining accurate purchasing and item data, negotiating supplier pricing, identifying cost-saving opportunities, sourcing new and replacement products, and resolving vendor-related discrepancies. This position works closely with Operations, Sales, and Warehouse to support product and purchasing accuracy. ESSENTIAL FUNCTIONS: Create and maintain purchase orders in ERP; place corresponding orders through supplier websites, online marketplaces, and traditional vendor channels. Verify vendor item numbers, quantities, units of measure, pricing, shipping charges, and order details against purchase orders before submitting orders. Review vendor cost changes; negotiate competitive pricing, volume discounts, and purchasing terms to identify cost-saving opportunities. Proactively identify and evaluate new suppliers offering competitive pricing, improved product quality, or more favorable purchasing terms. Maintain accurate item master and purchasing data in ERP, including vendor information, item costs, selling prices, and lead times; research and correct discrepancies. Create new items in ERP and source suitable products or replacements for educational kits and webstore offerings. Collaborate with the Product Development team to source components and materials for new products, obtain supplier quotations, and calculate component costs to support accurate product costing. Coordinate suppliers to resolve incorrect, damaged, defective, or short-shipped items; arrange returns, replacements, credits, or other corrective actions. Execute purchasing activities based on inventory forecasts, stocking levels, and operational priorities. Identify and communicate potential product availability, substitutions, cost changes, supply issues, or purchasing issues that require action. Participate in the annual physical inventory count and assist in investigating and resolving inventory discrepancies. Maintain organized and accurate purchasing records and follow established purchasing policies and approval procedures. NON-ESSENTIAL FUNCTIONS: Attends all required training and staff meetings. Support continuous improvements in purchasing, vendor management, and item data accuracy. Maintains a positive and professional demeanor towards customers, vendors, and co-workers. Adheres to all policies and procedures of Paxton/Patterson. Performs other duties as assigned. QUALIFICATIONS: At least three years of purchasing or buying experience required; experience in distribution, manufacturing, industrial supplies, hardware, or the K-12 education market preferred. Demonstrated experience in supplier sourcing, vendor negotiations, and cost analysis. Experience creating purchase orders and maintaining purchasing records in an ERP system; Microsoft Dynamics 365 Business Central experience preferred. Proficiency in online purchasing platforms, supplier websites, and e-commerce marketplaces. Strong understanding of purchasing processes, vendor pricing, product costing, item setup, and inventory management principles. Excellent organizational, analytical, problem-solving, and written and verbal communication skills. Strong organizational, analytical, problem-solving, and communication skills, with excellent attention to detail and accuracy in data entry and recordkeeping. Ability to manage multiple priorities, work independently, and collaborate effectively across departments. Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications. PHYSICAL REQUIREMENTS: Prolonged periods of sitting at a desk and working on a computer. Regular communication by telephone, email, and in person. Occasional standing, walking, bending, reaching, and lifting up to 20 pounds at times while assisting with the annual warehouse inventory count. …

View the full posting and apply