Purchasing Agents, Except Wholesale, Retail, and Farm Products

13-1023.00

Purchase machinery, equipment, tools, parts, supplies, or services necessary for the operation of an establishment. Purchase raw or semifinished materials for manufacturing. May negotiate contracts.

Occupation-Specific Information

Tasks

• Monitor and follow applicable laws and regulations.
• Prepare purchase orders, solicit bid proposals, and review requisitions for goods and services.
• Negotiate, renegotiate, and administer contracts with suppliers, vendors, and other representatives.
• Purchase the highest quality merchandise at the lowest possible price and in correct amounts.
• Analyze price proposals, financial reports, and other data and information to determine reasonable prices.
• Formulate policies and procedures for bid proposals and procurement of goods and services.
• Hire, train, or supervise purchasing clerks, buyers, and expediters.
• Maintain and review computerized or manual records of purchased items, costs, deliveries, product performance, and inventories.
• Research and evaluate suppliers, based on price, quality, selection, service, support, availability, reliability, production and distribution capabilities, and the supplier's reputation and history.
• Confer with staff, users, and vendors to discuss defective or unacceptable goods or services and determine corrective action.
• Evaluate and monitor contract performance to ensure compliance with contractual obligations and to determine need for changes.
• Monitor shipments to ensure that goods come in on time, and resolve problems related to undelivered goods.
• Study sales records and inventory levels of current stock to develop strategic purchasing programs that facilitate employee access to supplies.
• Write and review product specifications, maintaining a working technical knowledge of the goods or services to be purchased.
• Review catalogs, industry periodicals, directories, trade journals, and Internet sites and consult with other department personnel to locate necessary goods and services.
• Monitor changes affecting supply and demand, tracking market conditions, price trends, or futures markets.
• Interview vendors and visit suppliers' plants and distribution centers to examine and learn about products, services, and prices.
• Arrange the payment of duty and freight charges.
• Attend meetings, trade shows, conferences, conventions, and seminars to network with people in other purchasing departments.

Technology Skills

• Accounting software - Accounting software; Choice Job Cost; Cost accounting software; CPR International GeneralCOST Estimator; Intuit QuickBooks 🔥
• Analytical or scientific software - Construction Management Software ProEst; QSM SLIM Suite; Resources Calculations Incorporated SoftCost; WinEstimator WinEst
• Business intelligence and data analysis software - IBM Cognos Impromptu; MicroStrategy
• Cloud-based data access and sharing software - Microsoft SharePoint 🔥
• Data base reporting software - Database reporting software; SAP BusinessObjects Crystal Reports; Software AG enterprise software
• Data base user interface and query software - Assured Software JPP; Database software; FileMaker Pro; Microsoft Access 🔥; Oracle Database 🔥; Sage 100 Contractor; Xactware Xactimate
• Document management software - Adobe Acrobat 🔥
• Electronic mail software - IBM Notes; Microsoft Outlook
• Enterprise resource planning ERP software - Infor ERP SyteLine; Microsoft Dynamics 🔥; Microsoft Dynamics GP; NetSuite ERP; Oracle JD Edwards EnterpriseOne; Oracle PeopleSoft 🔥; Oracle PeopleSoft Financials; SAP Business Objects; SAP software
• Enterprise system management software - IBM Power Systems software
• Financial analysis software - Cost estimating software; CPR Visual Estimator; Financial analysis software; IBM Costimater; Oracle E-Business Suite Financials; Softstar Costar COCOMO II
• Graphics or photo imaging software - SmugMug Flickr
• Internet browser software - Web browser software
• Inventory management software - Inventory management systems
• Office suite software - Microsoft Office software
• Presentation software - Microsoft PowerPoint
• Process mapping and design software - Microsoft Visio 🔥
• Project management software - Dexter + Cheney Spectrum Construction Software; Galorath SEER-SEM; Microsoft Project 🔥; Oracle Primavera Enterprise Project Portfolio Management 🔥
• Sales and marketing software - Google Ads
• Spreadsheet software - Apple AppleWorks; Corel QuattroPro; IBM Lotus 1-2-3; Microsoft Excel
• Word processing software - Google Docs 🔥; Microsoft Word

Occupational Requirements

Work Activities

• Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
• Monitoring Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
• Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• Inspecting Equipment, Structures, or Materials - Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.
• Estimating the Quantifiable Characteristics of Products, Events, or Information - Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.
• Judging the Qualities of Objects, Services, or People - Assessing the value, importance, or quality of things or people.
• Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
• Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
• Analyzing Data or Information - Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
• Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.
• Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
• Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.
• Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them.
• Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.
• Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
• Performing General Physical Activities - Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling materials.
• Handling and Moving Objects - Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.
• Controlling Machines and Processes - Using either control mechanisms or direct physical activity to operate machines or processes (not including computers or vehicles).
• Operating Vehicles, Mechanized Devices, or Equipment - Running, maneuvering, navigating, or driving vehicles or mechanized equipment, such as forklifts, passenger vehicles, aircraft, or watercraft.
• Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Drafting, Laying Out, and Specifying Technical Devices, Parts, and Equipment - Providing documentation, detailed instructions, drawings, or specifications to tell others about how devices, parts, equipment, or structures are to be fabricated, constructed, assembled, modified, maintained, or used.
• Repairing and Maintaining Mechanical Equipment - Servicing, repairing, adjusting, and testing machines, devices, moving parts, and equipment that operate primarily on the basis of mechanical (not electronic) principles.
• Repairing and Maintaining Electronic Equipment - Servicing, repairing, calibrating, regulating, fine-tuning, or testing machines, devices, and equipment that operate primarily on the basis of electrical or electronic (not mechanical) principles.
• Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
• Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used.
• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Communicating with People Outside the Organization - Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
• Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
• Assisting and Caring for Others - Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
• Selling or Influencing Others - Convincing others to buy merchandise/goods or to otherwise change their minds or actions.
• Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
• Performing for or Working Directly with the Public - Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
• Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.
• Developing and Building Teams - Encouraging and building mutual trust, respect, and cooperation among team members.
• Training and Teaching Others - Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.
• Guiding, Directing, and Motivating Subordinates - Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.
• Coaching and Developing Others - Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
• Providing Consultation and Advice to Others - Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
• Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Staffing Organizational Units - Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.
• Monitoring and Controlling Resources - Monitoring and controlling resources and overseeing the spending of money.

Detailed Work Activities

• Evaluate applicable laws and regulations to determine impact on organizational activities.
• Execute sales or other financial transactions.
• Purchase products or services.
• Negotiate contracts with clients or service providers.
• Analyze business or financial data.
• Establish organizational guidelines or policies.
• Train personnel to enhance job skills.
• Supervise employees.
• Maintain data in information systems or databases.
• Monitor inventories of products or materials.
• Obtain information about goods or services.
• Confer with personnel to coordinate business operations.
• Monitor organizational processes.
• Develop technical specifications for systems or equipment.
• Estimate demand for products or services.
• Analyze market conditions or trends.
• Conduct eligibility or selection interviews.
• Pay charges, fees, or taxes.
• Develop business relationships.