Office Coordinator / Purchaser

We are a family-owned national sales, distribution, and installation center for truck equipment and accessories.

We are seeking an Office Coordinator/Purchaser to help oversee our daily operations which includes effectively managing and maintaining staff efficiency, sales, inventory, and the flow of vehicles in an out of our facility.

Job Summary

The Office Coordinator/Purchaser plays a key role in supporting both the procurement and administrative functions of Alliance Fleet. This position is responsible for ordering and tracking parts and materials for vehicle upfitting projects, maintaining accurate records, coordinating with suppliers and internal teams, and ensuring smooth day-to-day office operations. The ideal candidate is organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced, project-driven environment.

Key Duties and Responsibilities

Procurement & Inventory

• Create and process purchase orders for parts, tools, and materials needed for vehicle upfitting projects.
• Track and confirm all orders to ensure timely delivery; follow up on late or missing items.
• Communicate with vendors and suppliers to resolve order discrepancies, delays, or quality issues.
• Verify receipts of parts and materials with each location; ensure accurate documentation in the system.
• Maintain organized purchasing records and update order tracking reports regularly.
• Help manage sales orders, quotes and other paperwork

Office Coordination

• Oversee general office operations, including supply orders, mail, shipping coordination, and equipment maintenance.
• Serve as the point of contact for office communications and vendor services (IT, maintenance, etc.).
• Support scheduling, document organization, and filing systems for operational and administrative teams.
• Prepare basic reports, correspondence, and spreadsheets for management.
• Maintain a clean, organized, and professional office environment..
  
• Maintain project timelines
• Delegate responsibilities to staff to ensure efficient operation
• Communicates expectations clearly
  
• Proficiency with Microsoft Office products is a must

Qualifications:

• Bachelor’s degree or equivalent work experience in office administration.
• Ability to use database, knowledge of NetSuite preferred
• Experience in conducting performance evaluations
• Working knowledge of human-resources processes
• Strong working knowledge of operational procedures
• Decisive and informed decision-making ability
• Excellent communication, collaboration, and delegation skills
• Ability to motivate and engage co-workers

Physical Requirements:

• Prolonged periods of sitting or standing