Senior Purchasing

POSITION SUMMARY 

Responsible for managing purchasing, material sourcing, and vendor coordination for print and direct mail operations, with a primary focus on the Direct Mail facility. This position also serves as a required overflow estimator, supporting estimating capacity during peak periods, large proposals, and team absences. The role ensures material availability, cost accuracy, vendor accountability, and margin protection by acting as a central bridge between Operations, Estimating, Accounting, Sales, and external vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Purchasing & Vendor Management

• Manage purchasing activities for paper, envelopes, ink, and other print-related materials to support daily production and future demand.
• Issue purchase orders for materials and job-related expenses, including serving as backup support for job-related PO creation.
• Serve as the primary point of contact for material vendors regarding pricing, availability, delivery performance, shortages, and substitutions.
• Resolve vendor issues, including damaged materials, paper returns, and vendor credits, in coordination with Accounting.
• Identify and source alternative paper stocks or materials when standard options are unavailable or constrained.
• Maintain strong vendor relationships to support pricing consistency, supply reliability, and issue resolution.

Estimating Support & Cost Integrity

• Act as an overflow estimator during peak workload periods, large proposals, and when estimating staff are unavailable.
• Support and back up the estimating team throughout the year as business needs dictate.
• Maintain and review estimating standards, including equipment rates, labor assumptions, and material costing.
• Partner with Operations and Sales to ensure estimates reflect current production capabilities, material pricing, and margin expectations.

Systems & Data Ownership (ERP / Estimating Systems)

• Act as a system administrator for ERP, estimating, and purchasing systems used by the organization, including:
• Setup and maintenance of raw material item numbers
• Vendor setup and management
• Maintenance of pricing, standards, and cost tables
• Ensure data accuracy, consistency, and integrity across estimating, purchasing, and accounting workflows.
• Partner with Accounting, IT, and Operations during system changes, upgrades, or platform transitions.

Inventory, Compliance & Reporting

• Oversee periodic state and local compliance reporting requirements. 
• Support material inventory management in coordination with warehouse and operations teams.
• Oversee FSC paper tracking requirements and support annual FSC reporting and audits in collaboration with Accounting.
• Ensure purchasing practices align with internal controls, compliance requirements, and sustainability commitments.
• Support month-end and annual reporting related to materials, purchasing activity, and cost performance.
• Coordinate with internal operations, and regulatory agencies to support the timely submission of required compliance filings and respond to inquiries or audits as needed.

Cross-Functional Collaboration

• Work closely with Accounting to support accurate PO processing, vendor reconciliation, and cost tracking.
• Partner with Operations leadership to align purchasing decisions with production schedules and capacity planning.
• Support Sales and Account Management by providing timely and accurate cost information during proposal development.
• Serve as a subject-matter expert on print materials, sourcing strategies, and pricing trends.

Other duties may be assigned at management’s discretion.

PHYSICAL DEMANDS: 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 sit; use hands to finger, handle, or feel; and talk or hear. 

· occasionally required to stand and walk.

· must occasionally lift and/or move up to 25 pounds. 

QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required.

• 7–10+ years of experience in print, direct mail, or manufacturing environments with significant purchasing responsibility.
• Hands-on experience with print materials including paper, envelopes, ink, and related consumables.
• Demonstrated estimating experience and ability to support overflow or complex estimating needs.
• Experience working within ERP, estimating, and purchasing systems.
• Strong vendor management, negotiation, and problem-solving skills.
• High attention to detail with a strong understanding of cost drivers and margin protection.
• Ability to operate effectively in a blended role with shifting priorities.
• Ability to deal with problems involving several concrete variables in standardized situations.