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Purchasing Agent (Service)
Job Type: Full-time
Dept.: Purchasing
Classification: Non-Exempt
EEO Code: Professional
Supervisor’s Title: Purchasing Manager
Hours: Monday- Friday, 8am to 5pm with one hour lunch. Additional hours may be required as business necessitates particularly during the summer months.
Date updated: September 2026
Job Summary:
Purchase goods and services for the company in an efficient, ethical, and economical manner following established policies and procedures in processing purchase orders
Essential Job Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Follow company policies and procedures for the purchase of goods and services.
- Negotiate discounts, volume purchasing discounts, OEM pricing, etc.
- Select vendors based on price, capability, and performance, following departmental guidelines.
- Make certain that purchasing documents are accurate and that the terms and conditions of purchases are appropriate.
- Attain quotes, place orders, and manage delivery of parts/material/equipment and services as needed.
- Ensure all material is delivered accurately and in timely manner to provide optimum service to clients.
- Manage material ordering of approved service work to provide optimum quality and ensure maximum profitability.
- Support service staff in estimate process to ensure timely delivery.
- Coordinate truck stock inventory process in accordance with company objectives.
- Manage vendors/suppliers to ensure best cost savings and continually develop cost savings initiatives with parts, supplies, stock, delivery, etc.
- Re-order shop inventories via minimum and maximum quantity.
- Re-order company tools/equipment and recommend replacements and repairs when necessary.
- Will need to be on-call for afterhours back-up service for warehouse.
- Maintains proper safety standards in accordance with Donnelly regulations.
- Will need to maintain an acceptable attendance record by not exceeding five (5) unapproved absences per year.
Additional Functions:
- Purchase for assigned zone technicians, coordinators and supervisors.
- Ensure prices are entered on Purchase Order.
- Cross check materials received with back up paperwork.
- Group all associated orders for the same Service Order and stage in bin location.
- Call vendors to expedite orders and follow up for scheduled delivery dates.
- Inspect return bin daily for parts to be returned, put into Donnelly stock, or thrown away.
- Select and process RTV for credit and coordinate with warehouse for return.
- Manage shop inventory.
Position Requirements/Experience/ Education:
- Minimum of 5 years’ experience in Purchasing within HVAC industry.
- Associates Degree in Business Administration/ Production Management.
- Must be able to manage vendors as needed.
- Will provide purchasing solutions for multiple vendors and negotiate best prices.
Ability Requirements:
- Excellent follow-up skills
- Ability to set clear expectations and speak to customer needs.
- Ability to multi-task and meet deadlines.
- Solid decision-making skills within the scope of the position.
Qualification Requirements:
- Good verbal and written communication skills.
- Planning, organizing, time management, prioritizing, flexibility, adaptability.
- Problem assessment and problem solving.
- Information gathering and information monitoring.
- Demonstrated accuracy and attention to detail.
Functional Details:
- Is this position closely, moderately, or minimally supervised? Moderately supervised.
- Does this position have supervisory responsibility (i.e., responsible for hiring, firing, performance appraisals, etc.)? Yes __ ___ No __ X_ __ If yes, list the number and title for positions that directly or indirectly report to this position (i.e., three secretaries, four programmers, etc.):
- Does this position have access to confidential information? Yes _X____ No _ _ If yes, please explain: Yes, access to purchase inventory on the company’s behalf.
- Does this position have authorization to obligate company funds? Yes __ X ___ No __ __ If yes, please explain: Yes, based on Director of Purchasing discretion.
- This position requires what level of understanding of the English language?
Fluent _X____ Basic _____ None______ - Will this person be required to pass a criminal background check, drug screening, DMV search, and reference verification? Yes _X____ No _ ____
If yes, please explain: He/she will need to successfully pass all the above screening requirements.
- What type of equipment will this person need to do their job? Computer, phone.
Physical Requirements:
Are there specific physical or environmental demands associated with this position? (Mark each activity with frequency level of either “C” constant; “F” frequent; “O” occasional; or “N” never.)
Environmental/Equipment:
__O__ Around moving machinery
__O__ Exposed to marked changes in temperature
__O__ Exposed to dust, fumes, gases, etc.
__O__ Operates motorized equipment/tools
__O__ Works in confined spaces
__O__ Exposed to electrical wiring
__O__ Works at levels at or above 6 feet
Physical:
__O__ Standing
__O__ Walking
__F__ Sitting
__O__ Bending
__O__ Squatting
__N__ Crawling
__N__ Kneeling
__O__ Climbing
__N__ Balancing
__O__ Pushing/Pulling
__O__ Handling Objects (manual dexterity)
__O__ Reaching above shoulder level
__F__ Using fine finger movements
__F__ Speaking
__C__ Hearing
Carry/Lift Loads up to:
__Y__ 25 lbs.
__Y__ 25-50 lbs.
__N__ over 50 lbs.
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