Purchase Order Coordinator

Role Summary Joseph J. Albanese, Inc. is seeking a Purchase Order Coordinator within the Dispatch department to validate and document purchase order information supporting field and operational activity. This position reviews purchase orders created by authorized personnel, confirms that required details and supporting records are accurate and complete, records purchase order information in designated systems and logs, and follows up on discrepancies. The role does not create or authorize purchase orders. The ideal candidate is organized, detail-oriented, responsive, and comfortable managing a high volume of documentation in a fast-paced construction environment. Scope of Responsibility Purchase Order Validation Review purchase orders received by Dispatch to confirm required information is complete, accurate, legible, and supported by appropriate documentation. Validate purchase order numbers, vendor information, job and phase coding, equipment or vehicle references, dates, quantities, pricing, delivery or pickup details, and requester information. Confirm purchase orders align with dispatch records, delivery tickets, rental documentation, material requests, receipts, and other available source documents. Identify missing, duplicate, expired, incorrect, or inconsistent purchase order information and promptly follow up with the appropriate employee or department for clarification or correction. Verify that required approvals and supporting documentation are present before purchase order records are considered complete. Escalate unresolved discrepancies, unauthorized activity, or recurring documentation issues to the Dispatch Manager. Documentation and Recordkeeping Enter and document validated purchase order details in Vista Viewpoint, Dispatch logs, shared trackers, or other designated systems without creating or authorizing the purchase order. Maintain organized electronic records of purchase orders, receipts, delivery tickets, rental agreements, quotes, invoices, approvals, corrections, and related correspondence. Link or file supporting documents with the appropriate purchase order, job, equipment unit, vendor, or dispatch record to maintain a clear audit trail. Track incomplete documentation and follow up until missing information or corrections are received and recorded. Maintain accurate status logs for validated, pending, corrected, and escalated purchase order records. Follow company documentation, confidentiality, and record-retention requirements. Dispatch Coordination and Reporting Coordinate with dispatchers, drivers, field personnel, project teams, the shop, Purchasing, and Accounting to obtain or clarify purchase order documentation. Respond to internal inquiries regarding the documentation status of purchase orders and direct requests for purchase order creation or authorization to the appropriate personnel. Compare purchase order records against dispatch activity and supporting documents to help identify gaps before invoices are processed. Prepare recurring and ad hoc reports on validated purchase orders, missing documentation, outstanding corrections, and recurring discrepancies. Communicate urgent issues that may affect equipment, material, rental, or delivery coordination to the Dispatch Manager and appropriate stakeholders. Support Dispatch administrative processes and recommend improvements that strengthen purchase order documentation and accuracy. Job-Specific Requirements Education: High school diploma or equivalent required; additional coursework in business administration, accounting, logistics, construction, or a related field preferred. Experience: Two or more years of experience in dispatch administration, purchase order documentation, accounts payable support, fleet or equipment coordination, project administration, or a related role. Construction or heavy-civil industry experience preferred. Certifications: No certifications required. Software Experience: Proficiency with Microsoft Office, particu…

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