Purchasing & Delivery Coordinator (HVAC)

What's It Like To here?

We understand that you are the key ingredient to our success. When you grow, we grow. We believe personal and professional growth are equally as important as business growth and we’ll be encouraging it at every step. It’s also an integral part of your job. That’s why we aim to help you in every possible way to achieve your own personal career objectives and increase the depth and breadth of your experience. We want you to succeed so that you can help us go the extra mile for our clients.

If you want to help people, have the proper time to get the job done, with safe and quality focus, and treat others as you want to be treated, then we want you on our team

As our Purchasing & Delivery Coordinator you are responsible for managing the procurement and timely delivery of all necessary HVAC parts, equipment, and materials needed for installation, maintenance, and repair projects, by coordinating with suppliers, tracking orders, and ensuring items arrive on schedule at the designated job sites. 

Key responsibilities may include: 

• Purchase order creation: Generating purchase orders for HVAC installations, custom service requests and stocked items. 
• Vendor management: Building relationships with HVAC suppliers, negotiating pricing, and ensuring reliable delivery schedules. 
• Order tracking: Monitoring the status of purchase orders, communicating with vendors regarding delivery updates, and resolving any order discrepancies.
• Inventory control: Maintaining accurate inventory records of HVAC parts and equipment to avoid stockouts or overstocking.
• Delivery Coordination: Scheduling deliveries to job sites based on project timelines and coordinating with technicians to ensure timely receipt of materials. 
• Quality Control & Staging: Inspecting incoming shipments to verify accuracy and quality of HVAC components. Stage correlating orders for jobs to ensure all equipment needs are ready for install jobs.
• Cost analysis: Comparing prices from different vendors to identify cost-saving opportunities. 
• Permit Submission & Payment: apply for and coordinate permit applications timely for each installation job.

Skills needed for this role: 

• Technical knowledge of HVAC systems: Understanding the different components and parts of HVAC systems to accurately order necessary materials.
• Procurement expertise: Familiarity with purchasing procedures, including creating purchase orders, negotiating pricing, and managing vendor relationships.
• Strong communication skills: Effectively communicating with vendors, technicians, and project managers about order status and delivery schedules.
• Organizational skills: Managing multiple orders simultaneously and prioritizing deliveries based on project urgency.
• Computer proficiency: Using inventory management software and other systems to track purchase orders and deliveries.

Requirements:

• High school diploma or equivalent
• 2 years of experience in procurement, order entry, or administrative support
• Team player mentality and work ethic
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams, etc.)
• Minimum 50 words per minute typing skills
• Strong attention to detail and accuracy in data entry
• Basic accounting skills
• Excellent punctuality
• Excellent communication skills, both written and verbal
• Excellent time management skills
• Ability to manage multiple tasks simultaneously and meet deadlines
• Strong organizational and problem-solving skills

Preferred Qualifications

• Associate or bachelor's degree
• Experience with HVAC supply chains and vendor management
• Knowledge of HVAC industry terminology and products
• Experience with inventory management and order tracking systems
• Experience with FieldEdge and Quickbooks software

Compensation & Benefits

• $24.00 – $28.00/hour based on experience 
• Medical, dental, vision, short term disability, long term disability, life, 401k with 4% company match
• 2-3 weeks paid vacations and 6 paid holidays

Work Hours

Monday - Friday  7:30 a.m.-4:00 p.m. 

Working Conditions

• Ability to work in a fast-paced office environment
• May require sitting for extended periods, using a computer and telephone
• Mental & Physical Demands and Work Environment: The characteristics described here are representative of those that must be met by a person to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions per the Americans with Disabilities Act (ADA).  This job description is subject to change and does not restrict management’s right to assign or reassign duties and responsibilities to this job at any time.
• Mental Demands:  Must be able to perceive and distinguish emotions in telephone conversations, as well as deal with adversarial confrontations.  Requires an ability to concentrate and prioritize multiple tasks at once. 
  
• Work environment: While performing the duties of this job the noise level is usually moderate. Occasionally requires exposure to outdoor weather conditions.  Must maintain confidentiality with customer information.
• Physical Demands: While performing the duties of this job, the person is frequently required to traverse throughout the warehouse, office, and outside while operating a forklift, pallet jack, motor vehicle, and occasionally computer or other office equipment.  Occasionally ascends/descends stairs to access attic storage. Frequently moves objects weighing up to 50 pounds.  Must be able to identify and inspect equipment and parts.

Salary : $24 - $28