Purchaser Job Description, Key Duties and Responsibilities

This post provides detailed information on the purchaser job description, including the key duties, tasks, and responsibilities they commonly perform.

It also highlights the major requirements that you will be expected to fulfill to be hired for the purchaser role by most recruiters/employers.

What Does a Purchaser Do?

A purchaser is responsible for providing goods and services to the organization.

The purchaser job description involves ensuring that goods and services to be procured comply with the organization’s policies.

It also entails managing accounts payable, including reviewing invoices, paying bills and issuing checks.

They keep the organization’s accounting records.

The purchaser oversees the inventory of goods and materials and coordinates with vendors to ensure goods and materials are delivered on time and at the right cost.

It is also their role to advice management on financial planning, investments, reports and projected budgets.

Additionally, the purchaser manages contracts, including negotiations, support staff, terms and provisions of the contract agreement or contract modification.

The purchaser work description also entails complying with government regulations regarding purchases or products acquired by the organization.

It also includes receiving, processing, and maintaining paperwork (filling out forms).

Purchasers help with the payroll, including preparation of time cards and mileage.

They work with vendors to ensure compliance with warranties, return policies and any other terms and conditions.

It is also the purchaser’s duties to determine the process for requirements gathering and user acceptance testing.

Purchaser Job Description Sample/Example/Template

The purchaser job description consists of the following duties, tasks, and responsibilities:

• Review invoices for accuracy of billing, payment dates and any comments or notes attached to the invoice
• Resolve all routine billing issues, including determining appropriate charges for an item or service, fixing or modifying an invoice, requesting additional detail on the item being purchased, reviewing a purchase order to ensure that an item has been received from a vendor, and preparing a revised invoice if billing is incorrect
• Assist with payment of third-party vendors who are working on a project for which the company is responsible
• Resolve any of the following issues: make a purchase order on behalf of the company; process a purchase order or receipt of goods or services; review, process or pay bills
• Manage office inventory by assigning or reassigning responsibilities for processing each order or receipt of items or services
• Resolve any payment disputes, such as: asking for a credit memo; asking to be paid in full; requesting an explanation for why a payment was returned
• Respond to requests from vendors and customers regarding invoicing and payment, and requesting delivery of company products/services
• Assign duties and responsibilities to others who may complete some tasks without having direct contact with the vendor  
• Assist in preparing financial reports by reviewing and compiling data from various sources (such as accounting system) and writing reports
• Assess the need for purchases (such as equipment/inventory, supplies and software)
• Coordinate special purchases, such as: training courses; meetings; travel and conferences; equipment, supplies and services such as telephones, copiers, computers
• Develop a building maintenance plan and oversee the carrying out of this plan in terms of staffing requirements and materials required to perform work maintenance duties  
• Ensure that all supplies are current and in adequate to meet anticipated needs
• Identify and recommend cost-effective ways to purchase goods, services, and equipment  
• Supervise outside vendors who provide goods and services, such as transportation companies, advertising agencies, security firms, and computer consultant firms  
• Maintain vendor file by providing information, such as payment policies for each vendor, list of vendors with contact information and other information, such as products or services provided
• Assist in the procurement process by identifying potential vendors and assisting in the evaluation process
• Assist executives, managers, or owners with managing finances as needed.

Purchaser Job Description for Resume

If you have worked previously as a purchaser or are presently working in that role and are making a new resume, then you can craft a compelling Professional Experience section for your resume by applying the sample purchaser job description provided above.

You can highlight the duties and responsibilities you have performed or presently performing as a purchaser in your resume’s Professional Experience by utilizing the ones in the above purchaser job description example.

This will show to the recruiter/employer that you have been successful performing the purchaser role, which can greatly boost your chances of being hired for the new job that you are applying for, especially if it requires someone with some purchaser work experience.

Purchaser Job Requirements: Skills, Abilities, and Knowledge for Career Success

Here are important requirements you may be asked to meet by most recruiters/employers to be hired for the purchaser job:

• Bachelor’s degree or other degree with a major in accounting or a related field (e.g., business, finance, information systems)
• A number of years of experience in purchasing and/or management, specializing in the procurement of goods and services
• Previous experience with contracting or bidding for goods or services
• Experience with evaluating bids and proposals for contracts for goods or services, including determining costs and comparing bids against one another to select the most cost-effective bid or proposal
• Knowledge of business law affecting procurement, including: Copyright, Trademark, and Intellectual Property Laws; Contract law; International Trade; Statutes governing sales tax, environmental assessment fees, tariffs, land transfer taxes; Labor laws
• Effective written and oral communications skills
• Knowledge in the use of computer software, such as spreadsheet applications (i.e., Microsoft Excel) for data analysis is preferred
• Strong interpersonal skills, including the ability to lead and manage staff
• Ability to work with minimal supervision, set priorities and analyze situations for appropriate action
• Excellent organizational skills with the ability to handle multiple tasks, prioritize and manage time effectively
• Aptitude for developing budgets and making recommendations based on a company’s needs
• Proven project management capabilities, strong analytical skills and the ability to develop sound business strategies
• Proven ability to manage change and resources in a fast-paced environment
• Experience with operations, planning and forecasting
• Ability to demonstrate strong technical knowledge, particularly with computer hardware, software and systems hardware, such as servers, desktops, and peripherals
• Driver’s license is preferred
• Excellent customer service skills.

Purchaser Salary

The annual total pay for a purchaser in the United States is $82,573, with an average salary of $59,206 according to Glassdoor.

Conclusion

This post is beneficial to individuals interested in the purchaser career. They will be able to learn all they need to know about the purchaser duties and responsibilities, to decide if that’s the job they want to do.

It is also helpful to recruiters/employers in making a detailed job description for the purchaser position in their organizations, for use in hiring competent individuals for the role.