Purchasing and Data Entry Coordinator

Job Title: Purchasing and Data Entry Coordinator – ACFM, Inc. Location: Houston, TX Reports To: General Manager & Office Administrator Employment Type: Full-Time, 100% on-site About ACFM: ACFM is a leading Distributor, Authorized Packager and Repair Center for Roots Blowers. In addition to National Turbine Centrifugal Blowers, FPZ Regenerative Blowers and Edwards Vacuum Pumps located in Northwest Houston We serve a broad range of applications, including but not limited to wastewater treatment, pneumatic conveying, power generation, and process gases. Our focus is on providing technical expertise, reliable equipment, and responsive service to our customers. Position Overview The Purchasing & Data Entry Coordinator is responsible for accurately entering and maintaining Purchase Orders (POs) in QuickBooks Desktop, coordinating with vendors, and monitoring the status of all open purchase orders to ensure timely delivery of materials, parts, and equipment. This position plays an important role in supporting the company's purchasing, inventory, service, repair, and equipment assembly operations. The successful candidate will maintain accurate purchasing records, proactively communicate with vendors regarding order confirmations and delivery schedules, and provide timely updates to internal departments regarding order status, delays, and expected delivery dates. The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple purchase orders while maintaining clear and professional communication with vendors and internal personnel. Key Responsibilities 1. Purchase Order Entry and Data Management · Enter Purchase Orders accurately into QuickBooks Desktop based on approved purchasing requests, quotations, and internal documentation. · Verify vendor information, part numbers, descriptions, quantities, unit costs, and other relevant purchasing details before entering orders. · Ensure all Purchase Orders are properly documented and maintained in accordance with company procedures. · Review purchase orders for accuracy and identify discrepancies between purchase requests, vendor quotations, and purchase order documentation. · Maintain organized records of purchase orders, vendor confirmations, acknowledgments, and related correspondence. · Update purchase order information in QuickBooks Desktop as needed, including revisions to quantities, pricing, and expected delivery dates. · Assist with maintaining accurate purchasing and inventory records. 2. Vendor Communication and Purchase Order Follow-Up · Contact vendors to confirm receipt and acceptance of submitted Purchase Orders. · Obtain and document vendor order acknowledgments, estimated ship dates, and expected delivery dates. · Proactively follow up with vendors on all open purchase orders to monitor order progress and ensure commitments are being met. · Request updated delivery schedules and communicate with vendors regarding delays, backorders, and changes to promised delivery dates. · Escalate significant delays, discrepancies, or unresolved issues to management and the appropriate internal departments. · Maintain consistent communication with vendors to establish reliable working relationships and improve purchasing coordination. · Follow up on outstanding quotations, order confirmations, and other purchasing-related documentation as assigned. 3. Open Purchase Order Tracking · Maintain and monitor a current list of open Purchase Orders and their respective statuses. · Track expected delivery dates and identify orders that are overdue or at risk of missing their scheduled delivery dates. · Provide regular updates to management and internal departments regarding outstanding orders and anticipated deliveries. · Coordinate with the receiving department to verify the receipt of ordered materials, parts, and equipment. &m…

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