Purchasing Coordinator

Hays Electrical Services Position: Purchasing Coordinator Location: Houston, TX Reports To: Purchasing Manager, Hays Electrical Services Employment Type: Full-Time With over 19 years of experience, Hays Electrical Services is a nationally recognized electrical contractor delivering high-quality, safe, and reliable electrical solutions across commercial, industrial, and specialty markets. Licensed in multiple states and trusted by leading general contractors, Hays is built on a foundation of safety, excellence, drive, communication, and client focus. Our mission is simple: to make ourselves indispensable to our customers. We achieve this by investing in our people, continuously improving our processes, and delivering results that set the standard in the electrical contracting industry. Position Summary The Purchasing Coordinator provides operational and administrative support to the Purchasing team by coordinating purchase order processing, supplier communications, material tracking, documentation, and procurement system activities. This role works closely with Buyers, project teams, warehouses, suppliers, and internal stakeholders to help ensure purchasing transactions are accurate, timely, and aligned with project requirements and company procedures. The position serves as an entry-level development role within Purchasing and provides exposure to the complete purchase-to-delivery process. Key Responsibilities Review purchase requisitions for completeness, appropriate approvals, job and cost coding, quantities, required dates, and supporting documentation. Prepare and process purchase orders for standard materials, tools, equipment, consumables, rentals, and services as assigned by Buyers or the Purchasing Manager. Enter and maintain accurate purchasing information in Kojo, Vista, and other applicable procurement or ERP systems. Process purchase order revisions, administrative changes, and supporting documentation in accordance with company procedures and approval requirements. Obtain supplier order acknowledgements and verify pricing, quantities, lead times, shipping terms, and delivery dates against purchase orders. Track open orders, scheduled deliveries, backorders, and shipment status; communicate routine updates to Buyers, project teams, warehouses, fabrication teams, and field personnel. Follow up with suppliers regarding outstanding acknowledgements, shipping information, proof of delivery, credits, returns, and other routine order documentation. Assist Buyers with expediting standard materials and escalate delivery risks, shortages, pricing discrepancies, and supplier issues promptly. Coordinate delivery details with suppliers, warehouses, fabrication teams, jobsites, and project personnel. Maintain complete and accurate purchasing records, electronic files, pricing documentation, order tracking logs, and supplier communications. Assist with purchase order and invoice research, including pricing, quantity, receiving, and documentation discrepancies, to support timely invoice resolution and three-way match compliance. Support material returns, replacement orders, supplier credits, and warranty documentation as directed. Prepare routine purchasing reports, open-order reports, delivery status updates, and tracking information for the Purchasing team and internal stakeholders. Monitor purchasing queues and workflow assignments, communicating items requiring Buyer or management attention. Maintain compliance with company purchasing policies, approval workflows, documentation standards, and procurement system requirements. Provide responsive service to internal customers while maintaining clear and professional communication with suppliers. Develop knowledge of electrical materials, manufacturer product lines, construction purchasing practices, and project procurement requirements. Identify opportunities to improve purchasing processes, data quality, reporting, and administrative efficiency. Perform other duties as needed t…

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