Service Purchasing Agent

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.