Purchasing Associate

Job Description

Job Description

Purchasing Associate

Department: Finance

Reports To: Purchasing Manager

Classification: Full-Time | Non-Exempt

POSITION SUMMARY

Crestview Landscape is seeking a detail-oriented, highly organized, bilingual (Spanish speaker) and driven Purchasing Associate to support the full procurement lifecycle across our landscape operations. This role is central to the profitability and efficiency of every project we execute. The ideal candidate brings a strong passion for compliance, support, and change initiatives to drive efficiency and effectiveness. Someone who thrives in a fast-paced environment where priorities shift, deadlines are real, and accuracy matters every single day.

CORE RESPONSIBILITIES

Budget Review & Project Procurement Planning

• Review original project estimates and budgets prior to job commencement to understand material and supply requirements.
• Collaborate with estimating, project managers, and field staff in confirming those materials, supplies, & outside services required for each project’s success.
• Identify procurement timelines and flag long-lead items early to avoid project delays.
• Maintain awareness of all active project budgets and remaining purchasing requirements.

Submittals

• Assist in the handling of the submittal process of sold projects
• Prepare material submittals based upon the project plans, drawings, contract proposal, and company preferences.
• Present submittals to clients and document the approval process
• Actively push for those material substitutions that the company feel are superior in nature, consistently used by our crews, more readily available, sold by our preferred vendors & suppliers, and that can generate savings.
• As the Purchasing Associate, owning the submittal process is key since you will ultimately be purchasing those items that you get approved.

Sourcing & Vendor Management

• Source materials, plants, equipment, and supplies from qualified vendors, nurseries, and suppliers.
• Solicit competitive bids and pricing from multiple vendors; evaluate total cost including delivery, quality, and reliability.
• Establish and maintain strong working relationships with preferred vendors and identify backup sources for critical materials.
• Continuously evaluate the vendor base — recommending additions, changes, or removals based on performance, pricing, and reliability.
• Negotiate pricing, volume discounts, payment terms, and delivery schedules to maximize value for Crestview Landscape.
• Update parts pricing in Sage on a consistent basis based upon the costs being paid to vendors.

Purchase Order Management

• Ensure master purchase orders are maintained and utilized for all partial orders as a way for the company to accurately know what has been purchased and what is remaining.
• Generate accurate and complete purchase orders using company parts and assemblies.
• Ensure all POs align with project budgets, job numbers, and approval authority levels.
• Manage open POs proactively — following up on outstanding orders and resolving discrepancies before they become problems.

Budget Tracking & Cost Control

• Update budgets throughout the procurement & purchasing process based upon actual costs incurred or to be incurred. Accurate budgets at all times are critical in the company knowing how much revenue is “earned” each month based upon actual costs incurred.
• Notify the production teams when budget changes have been entered.
• Flag budget impacts immediately & work with project managers to identify corrective actions.
• Identify and report potential cost overruns before they impact project profitability.
• Identify and report potential cost savings / value engineering options that could save money.

Delivery Coordination

• Coordinate delivery schedules with vendors to align with project timelines and field crew needs.
• Communicate delivery windows to field superintendents, project managers, and yard staff in advance.
• Manage last-minute delivery changes, substitutions, and expedited orders as field conditions require.
• Ensure delivery logistics minimize crew downtime and keep projects on schedule.

Receiving & Verification

• Confirm receipt of all materials and supplies — verifying quantity, quality, and condition against purchase orders.
• Document and escalate discrepancies, shortages, or damaged goods immediately.
• Coordinate returns, credits, and replacements with vendors in a timely manner.
• Track vendor performance in terms of on time, accurate, and quality of material deliveries.

Inventory & Yard Management Support

• Coordinate with the yard and warehouse team on stored materials & supplies and work to utilize those items on current / future orders.
• Identify opportunities to consolidate purchases and reduce carrying costs.

SKILLS, COMPETENCIES & PERSONAL ATTRIBUTES

Technical and industry skills matter — but at Crestview Landscape, who you are and how you operate matters just as much. We are looking for someone who brings the following to work every day:

Organizational Excellence

• Ability to manage multiple projects, vendors, and open orders simultaneously without dropping the ball.
• Maintains clean, accurate, and accessible records at all times — digital and physical.
• Proactively builds systems & checklists to stay ahead of the workload rather than react to it.

Accuracy & Attention to Detail

• Understands that wrong materials or quantities can cost the company thousands in the field.
• Double-checks quantities, specs, unit pricing, and delivery details before issuing any PO.
• Catches errors before they leave the desk — not after they arrive on the job site.

Sense of Urgency

• Treats every open order & pending delivery as if the job depends on it — because it does.
• Does not wait to be reminded. Follows up proactively, confirms details, & drives things to closure.
• Understands that in the landscape business, delays cost money, can drive inefficiencies, result in lost labor productivity, and potentially damage client relationships.

Adaptability & Grace Under Pressure

• Comfortable working in an environment where priorities shift, last-minute changes are common, and the unexpected is expected.
• Able to pivot quickly without losing accuracy or composure.
• Finds solutions — not reasons why something cannot be done.

Communication & Collaboration

• Communicates clearly and professionally with vendors, field crews, project managers, and company leadership.
• Keeps staff informed of order status, delivery timelines, and any issues affecting the job.
• Listens well, asks the right questions, and confirms understanding before acting.

Negotiation & Commercial Awareness

• Understands the value of a dollar and negotiates accordingly — without damaging vendor relationships.
• Looks beyond unit price to evaluate true cost: delivery, reliability, quality, vendor relationship, terms, discounts, rebates, lead time, etc.
• Understands how purchasing decisions directly affect project margins & impact profitability.

Technology Proficiency

• Proficient in Microsoft Office Suite, particularly Excel for budget tracking and reporting.
• Experience with project management or ERP/accounting software (landscape or construction platforms a plus).
• Ability to learn and adopt new tools and systems as the company grows and evolves.

QUALIFICATIONS

Required

• Minimum 3 years of purchasing, procurement, landscaping, or supply chain experience.
• Demonstrated ability to manage multiple concurrent tasks and activities at one time.
• Bilingual (Spanish required)
• Strong written and verbal communication skills.
• Proven track record of accuracy and follow-through in a fast-paced environment.

Preferred

• Prior experience in the landscape, horticulture, nursery, or construction industry strongly preferred.
• Familiarity with landscape materials including plants, hardscape products, irrigation supplies, and site amenities.

Pay: $21.25 - $27.50 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance