Buyer Level 1 Job Description
Department: Operations (Purchasing)
Reports To: Supply Chain Manager
FLSA Status: Exempt
Prepared By: Annette Cloos, Director of Purchasing & Planning
Prepared Date: February 14, 2019
Approved By: Jen Kirkpatrick, Manager of People, Culture & Wellness
Approved Date: February 27, 2019
JOB SUMMARY: This position is responsible for processing Purchasing Requisitions into Purchase Orders for production supplies, office supplies, corporate lodge suppliers, farm (non-botanical) supplies, laboratory supplies, as well as providing administrative functions to support quality documentation requirements in the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Reviews purchase requisitions and converts to purchase orders.
Uses information from the vendor confirmation to adjust quantity and pricing on the purchase order.
Tracks and monitors progress of open purchase orders by doing a weekly review of an open purchase order report.
Notifies key stakeholders and documents unexpected price increases or decreases.
Enters and adjusts key milestones in the ERP system (vendor confirmation, anticipated ship date, expected receipt date, etc.).
Effectively and efficiently communicates with and between vendors and internal customers who may need further information or clarity to ensure proper part or service is ordered and received.
Takes key role in resolving any non-confirming receipt (damaged, wrong part, short-shipped, over-shipped, etc.) by working with vendor, the Gaia requisitioner, Gaia receiving department and Gaia accounts payable.
Educates Gaia vendors on Gaia's receiving policies, as well as other best practices established by Gaia for minimizing shipping damages.
Initiates procedure for submitting new supplier info into the ERP system, as well as updates on existing supplier info.
Works with Inventory Control Manager and Quality Assurance Department to ensure new item numbers are set up in the ERP system.
Ensures optimal payment terms are set up with new suppliers prior to first order being placed and that they follow established guidelines set by Gaia's accounting department.
Tracks key supplier data points for periodic evaluation and annual scorecard.
Serves as back-up for all MCI purchasing.
Seeks better ways to do things and strives for continuous professional development.
Assists Supply Chain Manager with administrative assistance in submitting necessary QA paperwork for new items, new suppliers and spec changes for existing items (i.e. DCCR forms, E4A forms, etc.).
Education and/or Experience:
Undergraduate degree or equivalent experience in purchasing, accounting, general business or other appropriate field.
1+ year of purchasing experience as a buyer or buyer trainee in a competitive bidding setting.
Knowledge, Skills and Abilities:
Language: high proficiency in reading, writing, oral presentations, internal and external communication via telephone and e-mail.
Math: basic proficiency in adding, subtracting, multiplying, dividing, calculating percentages in all units of measure including using factors (converting from US to Metric).
Reasoning: strong critical thinking, strategic thinking and analytical skills.
Other qualifications: Willingness to take initiative, ability to exercise independent judgement, exemplary interpersonal skills, ability to thrive in a fast-paced environment, impeccable attention to detail, successful negotiation skills.
strong knowledge of the process flow of purchasing, inventory control, general ledger & cost centers, and shipping & receiving.
Software: general knowledge of, and previous experience in ERP systems such as IFS or database systems such as Filemaker are desired. High proficiency in Microsoft Excel and Word are required.
Abilities needed: Helpful attitude; good at listening, working in a group setting, problem solving and proofing work for accuracy.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk and hear, stand and walk. The employee is regularly required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include the ability to be able to view a computer screen.
The employee in this position primarily works in an office environment, but may infrequently pass through a manufacturing plant, where they would be exposed to moving mechanical parts, airborne particles, toxic or caustic chemicals and loud noise.
The above statements are meant to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
Employee signature below constitutes employee's receipt of this job description and understanding of the requirements, essential functions and duties of the position.
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