Purchasing Coordinator

Position Summary The Purchasing Coordinator provides administrative and operational support for the company’s purchasing and procurement activities. This position assists with purchase orders, vendor communication, pricing, material availability, order tracking, receiving documentation, and invoice coordination to help ensure materials, equipment, and supplies are available when needed for projects and operations. The Purchasing Coordinator works closely with Procurement, Project Management, Operations, Warehouse, Accounting, and vendors to maintain accurate purchasing records and support timely and cost-effective procurement. Principal Accountabilities Purchasing & Purchase Orders Prepare, process, and maintain purchase orders in accordance with company procedures. Assist with obtaining vendor quotes, pricing, availability, and lead times. Verify purchase order details, including quantities, pricing, delivery dates, and project information. Track purchase orders from placement through delivery and closeout. Assist with purchase order changes, cancellations, and corrections as needed. Vendor Coordination Communicate with vendors regarding pricing, availability, order status, delivery schedules, and discrepancies. Maintain professional relationships with suppliers and service providers. Follow up on backorders, delays, shortages, and other purchasing issues. Escalate significant pricing, delivery, quality, or supply issues to the Purchasing Manager. Material & Project Support Coordinate with Project Managers, Foremen, Warehouse, and Operations regarding material requirements. Track materials needed for active projects and communicate expected delivery dates. Assist with identifying material shortages, substitutions, and potential delays. Support procurement activities for telecom, low-voltage, electrical, security, AV, and construction materials as applicable. Receiving & Invoice Coordination Assist with matching purchase orders, packing slips, receipts, and invoices. Investigate discrepancies involving quantities, pricing, damaged materials, or missing items. Coordinate with Warehouse and Accounting to resolve receiving and invoice issues. Maintain accurate documentation related to purchases and deliveries. Records & Reporting Maintain organized purchasing files, vendor records, quotes, purchase orders, and related documentation. Update purchasing systems and spreadsheets with order status, pricing, delivery information, and other relevant data. Prepare routine purchasing reports and status updates. Maintain accurate and confidential company and vendor information. Process & Administrative Support Assist with vendor setup and required documentation. Support procurement audits and periodic purchasing reviews. Assist with maintaining approved vendor and pricing information. Follow established purchasing policies, approval requirements, and internal controls. Identify opportunities to improve purchasing processes, organization, and communication. Provide general administrative support to the Procurement/Purchasing team as needed. Safety, Compliance & Teamwork Follow company policies, procedures, and applicable purchasing requirements. Work collaboratively with Procurement, Operations, Project Management, Warehouse, Accounting, and other departments. Communicate issues promptly and maintain accurate follow-up on open items. Handle sensitive pricing, vendor, and company information with appropriate confidentiality. Education, Experience, and Job Qualifications High school diploma or equivalent required. Associate’s degree or relevant coursework preferred. 1–2 years of experience in purchasing, procurement, administration, construction, operations, or a related field preferred. Experience processing purchase orders and working with vendors is a plus. Strong organizational skills and attention to detail. Proficiency with Microsoft Office, particularly Excel and Outlook. Ability to learn and use ERP, purchasing, inve…

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