Purchasing Assistant

Overview

Assist with vendor pricing, create quotes, manage PO and train staff in call-to-cash process.

Key Responsibilities

• quote management
• tps system
• po creation
• data entry
• customer interaction
• invoice processing

Tasks

-Ensure continual improvement of quoting process. -Manage third party system (TPS) quotes rejections and approvals. -Create after the fact quotes and submit for approval. -Ensure continual customer interaction thru TPS, email, and verbal communication. -Receive calls from customers and obtain and review customer documentation for accuracy, completeness, and exactness. -Review all open calls. -Interface with technician supervisors on any issues relating to quotes. -Facilitate individual and group meetings to solve problems and implement improvements. -Create and track approval or rejection of quotes via third party website daily. -Communicate with dispatch on open calls. -Ensure PM pull through quotes are completed. -Manage follow up appointments. -Evaluate staff performance and provide feedback to managers. -Create PO’s and place orders while organizing transportation and follow the shipment to delivery. -Data entry for accurately processing invoices and payment runs.

Requirements

• hvac/r
• kpi
• high school
• computer proficiency
• organizational
• customer service

What You Bring

-Knowledgeable of company KPI’s and dashboards to articulate the financial impact of their team’s performance. -Knowledgeable of training materials, user guides, SOP’s, and using them to improve team members performance. -One or more years of experience as a quoter or expeditor in the HVAC/R industry a plus. -Strong organizational and communication skills. -Good customer service/phone skills and flexibility for handling a wide range of activities. -Self-motivated and work well with others. -Ability to work independently, multi-task and prioritize tasks with strict deadlines. -Self-motivated and works well with others. -Able to assist with building training materials and feedback to adjust materials accordingly to improve the overall call to cash process. -Good Computer proficiency. -Proficient with all aspects of the complete to closed portion of the process. -Capable of working with cross functional teams to meet internal and external KPI’s. -Demonstrates time management skills. -15% travel required. -High school diploma or general education degree. -HVAC/R industry knowledge or experience preferred. -Familiar with the overall call to cash process.

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Benefits

-Extended work hours and on-call weekends during the summer.

About The Arcticom Group

-Founded with a vision to reshape industries, Arcticom Group has grown into a dynamic global force. -With decades of experience, the company delivers bespoke, high-quality solutions across diverse sectors. -Known for its expertise in industrial, energy, infrastructure, and marine sectors, Arcticom ensures cutting-edge results. -The company takes pride in handling complex projects, ranging from large-scale infrastructures to specialized marine operations. -Arcticom continues to innovate, setting industry benchmarks with its unmatched quality and tailored solutions. -Having worked on landmark projects globally, Arcticom is trusted by government agencies, businesses, and organizations alike.

Sector Specialisms