Purchasing Coordinator

The Purchasing Coordinator is responsible for entering and processing purchase orders related to commercial HVAC/R, and plumbing projects, service, and maintenance. This position requires attention to detail, strong organizational skills, and proficiency in using computer systems and enterprise resource planning (ERP) software to manage order entries and inventory records.

Key Responsibilities:

• Purchase Order Entry: Accurately enter and process purchase orders for equipment, parts, and supplies using ERP or procurement software.
• Order Tracking: Monitor the status of orders, ensuring timely delivery of materials and components, and update systems with the latest information.
• Vendor Liaison: Communicate with suppliers and vendors regarding order status, pricing, and delivery schedules. Address and resolve discrepancies or issues related to orders.
• Data Entry: Maintain accurate records of all purchase orders and related documentation in the computer system, ensuring data integrity.
• Document Management: Organize and maintain files for purchase orders, invoices, and receipts for auditing purposes.
• Receiving Shipments: Review and match shipping labels to purchase orders, ensuring all items are received as ordered before updating the Service Department.
• Coordination with Project, Service, and Maintenance Teams: Work closely with project managers, service managers, service coordinators and the procurement team to ensure that HVAC materials are ordered and delivered as per the project requirements and timelines.
• Reporting: Generate regular reports on order status, delivery schedules, and inventory needs for management review.

• High school diploma or equivalent
• 1-3 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/R and plumbing supply chains and vendor management
• Knowledge of HVAC/R and plumbing industry terminology and products
• Experience with inventory management and order tracking systems
• Experience with Enterprise Resource Planning (ERP) software

Working Conditions

• Ability to work in a fast-paced office environment
• May require sitting for extended periods, using a computer and telephone
• Occasional lifting of up to 50 pounds