Purchasing Clerk

HVAC & Plumbing Purchasing Specialist Company: 1st Choice Plumbing, Heating & Air Solutions Location: Fort Worth, Texas Department: Operations Reports To: Operations Manager Employment Type: Full-Time Compensation: Based on Experience Position Summary The HVAC & Plumbing Purchasing Specialist is responsible for managing the purchasing of equipment, materials, parts, and supplies necessary to support daily HVAC and plumbing service and installation operations. This position ensures purchasing accuracy, competitive vendor pricing, proper inventory coordination, and timely availability of materials. The Purchasing Specialist is also responsible for negotiating vendor pricing, auditing invoices, managing warranty claims, tracking vendor credits, and ensuring accurate purchasing records and job costing within ServiceTitan. This position requires a highly organized, detail-oriented individual with extensive HVAC and plumbing industry knowledge, strong vendor relationships, and a commitment to operational efficiency and company profitability. Essential Duties & Responsibilities Purchasing & Procurement Purchase HVAC and plumbing equipment, materials, replacement parts, and supplies. Create, process, and maintain purchase orders in ServiceTitan. Ensure purchases are properly approved and assigned to the appropriate jobs or projects. Coordinate equipment and material orders for service, installation, and new construction departments. Monitor product availability, backorders, and delivery schedules. Communicate with department managers and warehouse personnel regarding purchasing needs. Maintain accurate purchasing documentation and records. Identify opportunities to reduce unnecessary purchasing expenses. Vendor Management & Pricing Negotiations Develop and maintain strong relationships with HVAC and plumbing distributors and manufacturers. Negotiate competitive pricing on equipment, materials, and supplies. Maintain updated vendor price lists, discounts, and purchasing agreements. Regularly compare vendor pricing to ensure the company receives competitive rates. Review vendor pricing increases and communicate significant changes to management. Identify cost-saving opportunities through vendor negotiations and purchasing efficiencies. Resolve vendor disputes involving pricing, orders, and deliveries. Invoice Auditing & Cost Control Review vendor invoices to verify accurate equipment and material pricing. Ensure invoiced prices match negotiated vendor rates, purchase orders, and approved quotes. Identify and dispute incorrect pricing, duplicate charges, and unauthorized fees. Obtain credits for vendor overcharges and billing discrepancies. Coordinate with Accounting to reconcile vendor invoices and statements. Ensure purchasing transactions are accurately documented and assigned to the correct jobs. Monitor purchasing expenses and identify opportunities to improve gross margins. Warranty Parts & Credit Management Manage the tracking, filing, and processing of HVAC and plumbing warranty parts. Verify warranty eligibility and obtain necessary manufacturer documentation. Submit warranty claims accurately and within manufacturer-required deadlines. Coordinate defective warranty part returns with warehouse personnel and vendors. Maintain accurate records of submitted warranty claims and expected credits. Follow up with manufacturers and distributors regarding outstanding warranty claims. Ensure all approved warranty credits are received and properly applied to company vendor accounts. Work with Accounting to reconcile warranty credits and vendor statements. Investigate and resolve missing, delayed, or denied warranty credits. Maintain a warranty credit tracking report and provide regular updates to management. Inventory & Warehouse Coordination Coordinate with warehouse personnel to maintain appropriate inventory levels. Monitor frequently used materials and equipment to prevent shortages. Assist with inventory replenishment and purchasing c…

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