HVAC Purchasing Agent

Engineered Cooling Services•Pensacola, FL

About The Position

Engineered Cooling Services (ECS), a commercial HVAC service company specializing in energy-efficient services, is seeking an HVAC Purchasing Agent. The role purchases the machinery, equipment, tools, parts, supplies, and services needed for company operations and develops profitable purchasing strategies. It verifies purchase requisitions, prepares purchase orders, obtains supplier recommendations for substitutes and approvals from requesting departments, and monitors and expedites orders. The agent prepares accurate, timely quotations for Service Managers by working with vendors to obtain current pricing, availability, and lead times, or independently researching prices when needed. The role evaluates costs, identifies appropriate materials and equipment, and uses the company's quoting software to submit complete, professional quotations within required deadlines to support customer proposals, project planning, and business development. The agent verifies received items against orders, resolves shipping errors with suppliers, forwards receiving documentation to authorize payment, assesses supplier profiles and offers, and manages inventory. The position also maintains key supplier relationships to support quality, timely delivery, and contract compliance; prepares and ships outgoing packages; and assists technicians with parts identification, troubleshooting, and information sourcing.

Requirements

Valid driver's license with a clean driving record.
High school diploma or equivalent.
Minimum of 2 years of HVAC experience, or an equivalent combination of education, training, and experience providing the requisite knowledge, skills, and abilities.
Advanced computer skills.
Excellent communication skills.
Flexibility to work overtime and weekends and to travel as required.
May be required to work on religious holidays.
When operating a vehicle, responsible for its safety, readiness, and operation, and must follow ECS's safe driving policy.
Maintain a professional image.
Time management and supply management skills.
Ability to organize, plan, and prioritize work.
Vendor relationship and customer service skills.
Critical thinking skills.
Ability to evaluate information to determine compliance with standards.
Ability to sit, stand, walk, stoop, kneel, reach, crouch, or crawl frequently.
Ability to regularly lift or move 10–50 lbs and occasionally lift or move more than 50 lbs.

Responsibilities

Purchase machinery, equipment, tools, parts, supplies, and services needed for company operations.
Verify purchase requisitions against master lists, clarify unclear requests, and recommend alternatives.
Prepare purchase orders by verifying specifications and prices, obtaining supplier recommendations for substitute items, and securing approval from the requesting department.
Forward orders to suppliers and monitor and expedite orders.
Prepare accurate, timely quotations for Service Managers using vendor information or independent pricing research.
Evaluate costs, identify suitable materials and equipment, and ensure quotation details are accurate and complete.
Use the company's quoting software to prepare and submit professional quotations within required deadlines.
Verify received items against purchase orders and resolve shipment errors with suppliers.
Forward receiving documentation to authorize payment.
Assess supplier profiles, analyze offers, and manage inventory.
Maintain relationships with key suppliers to support quality, timely delivery, and compliance with contract terms.
Prepare and ship outgoing packages.
Assist technicians with parts identification, troubleshooting, and information sourcing.
Complete other related tasks as needed.