Job Descriptions

SYSTEMS ESTIMATION AND PURCHASING

JOB DESCRIPTION

General Summary

The Systems Estimation and Purchasing is responsible for preparing quotes for integration systems and managing the purchasing process from start to finish for their assigned projects, in accordance with standard operating procedures.  

Responsibilities of Position: Duties include but are not limited to:

Organizational Responsibilities

• Provide quotes for projects based on plans and specifications and other relevant bid documents in a timely manner.
• Collaborate with VP of Procurement and Analysis and General Manager, Systems and Designs on purchases for specific projects.  
• Maintain and perform all work activities in accordance with 4Wall quality standards.  

Personal Responsibilities

• Interpret specifications, drawings and other documents to determine customer requirements and notify when there are inconsistencies in specifications and drawings discovered.
• Check the specifications and quantities against the order.
• Estimate changes for adders and deducts for projects in progress.
• Determine costs and sell amounts to maintain appropriate margins.
• Provide accurate and timely pricing to sales associates & customers.
• Must be able to organize and track multiple projects and purchase orders simultaneously, maintaining accuracy and follow-through from initiation to completion.
• Manage relationships with key suppliers.
• Receive and process purchase requests and ensure all approvals are in place.
• Prepare purchase orders and communicate any special requirements or requests to vendors.
• Communicate with sales staff regarding pricing updates or issues related to vendor-ordered items.
• Update POs with tracking information.
• Confirm drop shipments.
• Assist Project Managers to resolve issues involving damage, incorrectly shipped, or back ordered items with Vendors.
• Resolve shipping and invoice discrepancies in coordination with 4Wall accounts payable.
• Other duties as assigned.

Team Responsibilities

• Communicate with clients, vendors, sales team, and operations team to develop solutions.
• Collaborate with Management/Sales on all proposals.
• Maintain high customer relations.
• Work in a safe manner and report any workplace hazards or safety concerns
• Communicate in a positive, informative and professional manner with all 4Wall Entertainment employees. 

Key Requirements

• Knowledge of Audio-Visual industry products, technologies and protocols is mandatory.
• 3-5 years of experience as a project estimator and purchasing agent.
• Experience working in entertainment and event lighting, production or similar industries.
• College degree preferred
• Ability to work independently under pressure to meet deadlines.
• Extreme attention to accuracy.
• Ability to multi-task effectively and efficiently.
• Strong verbal and written communication skills.
• Strong negotiation skills.
• Must be proficient in Excel, PPT, Word, and highly familiar utilizing ERP tool in a fast-paced environment. 
• Must adhere to all company policies, SOPs, and other management directives.  

Physical Requirements

The duties and tasks of this position are performed primarily in a temperature-controlled office environment, where the employee will generally sit but may stand or move within their workspace as needed. The role involves regular use of a computer monitor, keyboard, and mouse, as well as communication and visual acuity requirements such as close vision, peripheral vision, depth perception, and the ability to adjust focus. On rare occasions, the employee may be asked to push, pull, bend, climb, reach, twist, kneel, or lift and move items weighing up to 25 pounds in a warehouse environment without temperature control, with possible exposure to varying weather conditions. 

Availability

• Must be available to work in the evenings and weekends, as required.

Position Location and/or Territory and Travel

• Position will require travel on occasion

Position Type

• Full-Time/Regular
• Based on the Fair Labor Standards Act (FLSA), management has analyzed this position and determined it to be exempt due to the Administrative Exemption.