Purchasing Agent

Job Description

Company Overview

Upchurch is a rapidly growing , full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has grown through both organic expansion and strategic acquisitions , establishing a strong reputation for quality, reliability, and service excellence. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support— helping clients maximize building performance, energy efficiency, and equipment lifespan .

Position Summary

The Purchasing Agent manages the end‑to‑end Purchase Order (PO) lifecycle within BOPs under the Upchurch operating model. You’ll standardize intake, buying, expediting, receiving, and 3‑way match to support the field across divisions (mechanical, plumbing, electrical). Success means materials are at the right place, right time, right price—with clean documentation for AP and audit readiness.

Key Responsibilities

PO Intake & Creation

Convert approved requisitions into POs with correct job # / cost code / phase code and tax; apply delivery instructions and site contacts.

Validate quotes, unit pricing, freight terms, and lead times; attach vendor confirmations, cut sheets, and submittal references.

Enforce BOPs PO SOP and spend approval matrix (e.g.,

Vendor Management & Sourcing

Maintain preferred supplier lists and pricing agreements for core categories (pipe / valves / fittings, fixtures, water heaters / boilers, electrical / plumbing consumables, rentals, subcontract services).

Run RFQs, compare apples‑to‑apples, negotiate terms (price breaks, freight, returns, warranty), and recommend awards.

Complete vendor onboarding (W‑9, COI , credit app, lien waivers, safety docs).

Order Tracking & Expediting

Monitor PO status from issue → ETA → receipt; expedite backorders and process substitutions / alternates with PM approval.

Coordinate will‑call vs. direct‑to‑site shipments; include drop‑site maps, gate codes, and staging notes .

Publish a weekly Open PO / Past‑Due / ETA log to PMs and superintendents.

Receiving, 3‑Way Match & AP Support

Capture receiving docs (packing slips, delivery tickets, photos) and reconcile quantities.

Perform 2‑ / 3‑way match (PO ↔ receiving ↔ invoice); resolve price variances and credits; process PO changes.

Partner with AP for invoice holds, sales / use tax issues, and month‑end accruals .

Data Integrity & Reporting

Maintain item masters, catalogs, units of measure, and price lists; keep vendor cards current.

Track KPIs : cycle time, on‑time delivery, price variance, cost savings, invoice exception rate.

Produce Buyout Savings Summary and Open PO Dashboard for leadership.

Process, Safety & Compliance

Apply One Upchurch purchasing policies and audit requirements; standardize templates (RFQ, PO, change order, receiving / NCR).

Support safety / quality goals in procurement decisions; ensure submittal alignment and warranty registration.

Qualifications

Experience : 3+ years in purchasing / procurement ; construction / MEP or industrial service strongly preferred.

Education : High school diploma or GED required; Associate’s / Bachelor’s in Supply Chain / Business preferred.

Systems : ERP / Procurement proficiency (e.g., Viewpoint / Vista, Sage 300 CRE, Procore, NetSuite, or company system ) and Excel / Sheets (VLOOKUP / XLOOKUP, Pivot Tables).

Knowledge : Cost coding, taxability, freight terms (FOB / Incoterms), 2‑ / 3‑way match; understanding of plumbing / HVAC / electrical materials.

Skills : Negotiation, vendor relations, detail orientation, urgency, and clear written / verbal communication.

Other : Valid driver’s license for occasional site / warehouse visits; able to pass background / drug screen.

Core Competencies

Customer Focus (supports field needs and schedules)

Results & Detail Orientation (accuracy, deadlines, documentation)

Collaboration (PMs, field, AP, warehouse)

Problem Solving (expedite, substitutions, alternates)

Integrity & Compliance (policy adherence, audit‑ready records)

Physical & Work Environment

Office / warehouse / site environment; occasional lifting up to 30 lbs, walking in warehouses / yards, and visiting jobsites.

Standard business hours with occasional after‑hours expediting to meet project needs.

Benefits :

Competitive salary based on experience.

Health, dental, and vision insurance.

Paid time off and holiday pay.

Opportunities for professional development and certification assistance.

Equal Employment Opportunity :

Upchurch Companies provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.