Coordinator, Purchasing

Purchasing Coordinator

Pilot Company is an industry-leading network of travel centers with more than 30,000 team members and over 750 retail and fueling locations in 44 states and six Canadian provinces. Our energy and logistics division serves as a top supplier of fuel, employing one of the largest tanker fleets and providing critical services to oil operations in our nation's busiest basins. Pilot Company supports a growing portfolio of brands with expertise in supply chain and retail operations, logistics and transportation, technology and digital innovation, construction, maintenance, human resources, finance, sales and marketing. Founded in 1958 by Jim A. Haslam II and currently led by CEO Adam Wright, our founding values, people-first culture and commitment to giving back remains true to us today. Whether we are serving guests, a fellow team member, or a trucking company, we are dedicated to fueling people and keeping North America moving. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or any other characteristic protected under applicable federal, state, or local law. Military encouraged to apply.

Pay Rates Starting Between : $21.95 - $36.20 / hour

Position Summary

The Purchasing Coordinator is responsible for placing orders on behalf of the company with numerous vendors. Enters purchase order information into computer. Updates master files, resolves questions concerning order processing, performs a variety of duties which facilitate ordering / expediting, and maintains purchasing process. Responsible to coordinate the counting and reconciliation of the lubricant inventory with the facility and warehouse management.

Essential Duties & Responsibilities

• Assigns numbers to purchase orders for material acquisitions.
• Determines sequence of orders to be placed. Places orders to vendors by phone or fax or e-mail, prepares and forwards confirming purchase orders after inputting same.
• Orders a variety of items from resale inventory to safety and facility supplies, etc.
• Performs a variety of duties which facilitating ordering, including but not limited to obtaining price quotations, researching vendors, obtaining price comparisons, requesting necessary updates to vendor master and item master files.
• Sets up standing orders and updates the standing order listing. Maintains vendor source file.
• Provides assistance to accounting personnel for invoice reconciliation as it relates to order information and to field personnel regarding delivery, orders and sourcing.
• Expedites orders by confirming delivery requirements, requesting vendor to ascertain availability directly with the manufacturer, determining if an expediting fee will be required and the amount, exploring shipment options which may include arranging transportation directly with a private trucking company, and confirming additional costs, if any, with the employee placing the order, prior to ordering.
• Assists supervisor as necessary with software information and / or reports, budget information, monthly status reports, vendor information or sourcing, etc.
• Inventory auditing, documentation, and security. Participates in and supports the inventory quality and accuracy assurance programs, including weekly, monthly, and annual counts and reporting. Adjusts systems as needed to align with physical counts. Documents stock record adjustments of inventory counts due to loss, spoilage of, or damage to stock. Develops, implements, and maintains program to maintain security over inventory, reducing shrinkage.
• Product receipt, return, and storage. Audits the receipt of shipped / delivered products and verifies correctness of incoming shipments by comparing items received with requisitions / purchase orders. Coordinates recoup program to ensure all damaged / defective product is accounted for and properly accounted for either by dumping, salvaging or returning to inventory or vendor. Coordinates storage of products in accordance with master storage plan; coordinates product returns, ensuring reconciliation.

Qualifications

Purchasing procedures including purpose and follow through of related documents. Routine office and elementary accounting requirements. Experience with Purchasing practices. Proper phone etiquette and good public relations skills. Able to operate a computer with sufficient skills to maintain the daily workflow. Able to communicate effectively, both in person and on the telephone. Able to plan and organize work, inclusive of meeting all deadlines. Able to process a variety of orders of varying complexity from start to finish. Able to establish and maintain harmonious working relationships with vendors and suppliers. Able to assume duties of supervisor when necessary (vacation, illness, etc.) Strong sense of ethics, excellent communication skills and the demonstrated ability to place orders of varying complexity including any / all follow-up work in order to accomplish the ordering process. Performs other job-related duties as assigned by manager / supervisor.

Ability to lift boxes weighing up to 30 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.