Purchasing Administrator (Propane and HVAC Parts)

Job Description: The Purchasing Administrator is responsible for the procurement of propane and HVAC parts, while working to reduce the company’s cost of goods by collaborating with suppliers, internal departments, and stakeholders. They will also work to procure customer-specific parts, communicate pricing, and coordinate installation of parts. This role will report to the Director of Service Operations.

Essential responsibilities will include but not be limited to:

• Maintain list of active and approved vendors and their contact information

• Place all warehouse stock orders requested by Area Managers or Supervisors based on lowest cost vendor

• Handle urgent part requests and coordinate expedited deliveries when necessary

• Contact customers via email and phone to approve orders and schedule part installs

• Place orders for Propane Equipment Installations

• Place equipment orders for HVAC Equipment Installations

• Work with vendors to develop package pricing for HVAC installations

• Track and reconcile any warranty part/equipment purchases to ensure credit is received

• Ensure purchase order system is used by all part purchases for reporting purposes

• Monthly Vendor price checks to be conducted to share with Area Managers, Supervisors, and stakeholders

o May need to complete these vendor checks on a biweekly basis depending on market volatility

• Monthly counter purchase tracking to be distributed to Area Managers, Supervisors and stakeholders

o Goal of tracking and reporting is a tool for Area Managers to manage and reduce counter sales

• Evaluate purchasing on a weekly basis to ensure that parts are being purchased from best price vendor

• Check special order parts to ensure correct markup was used by Area Manager/Supervisors

• Work with Salesforce Administrator to update and ensure accurate package and parts pricing in system

• Maintain profiles, logins, and access to vendor websites

• Year-end inventory master sheet pricing

• Year-end inventory audit presence

• Year-end inventory data entry as required

• Negotiate with vendors for better pricing