Purchasing Coordinator

The Purchasing Coordinator is primarily responsible for creating and maintaining Purchase Order (PO) Packages that adhere to build schedules, established scopes of work, and approved design elements , creating Variance Purchase Orders (VPOs), tracking and reviewing orders for accuracy, and reporting cost data. This position offers an opportunity for professional advancement. This role is a full time hourly position and reports directly to the Purchasing Manager.

Minimum Requirements

• Must possess a high school diploma
• 2 years experience in Residential Construction Estimating, Purchasing, or Related Field preferred
• Must be able to communicate in a professional manner with strong written and verbal proficiency
• Familiar with MS Office Suite, Google documents, and construction and project management software programs, e.g., Builder Trend

Specific Job Responsibilities

• Collaborate with Field team to gain knowledge of build specific needs and how they relate to PO timing and scopes
• Communicate with trades/vendors in a professional and courteous manner, providing context and extensive detail when relevant
• Collaborate with Design Manager regarding product details to ensure that orders are accurate and timely
• Reconcile monthly vendor statements, resolving any discrepancies as needed, in conjunction with Accounts Payable team
• Attend trade meetings and compile lists of action items
• Attend Vendor meetings to gain knowledge of new products
• Work independently to organize PO packages and follow up on open/unresolved items
• Manage and submit quarterly and annual rebates; research and present new rebate opportunities
• Resolve cost discrepancies by collecting and analyzing information across varied company software systems
• Track orders from pre-submission to field delivery, resolving availability and timing issues as needed
• Review material orders for adherence to design specifications and field requirements
• Update Asana with Purchasing milestones and handover progress
• Update budgets in Buildertrend as needed
• Communicate with project managers, trades, and vendors to build out PO scopes to align with build specifications when needed
• Attach invoices to purchase orders in Buildertrend and review for accuracy; communicate invoice changes with Accounts Payable
• Issue PO packages, change order related PO’s , VPO's, etc. with high accuracy and in a timely manner
• Resolve Trade/Vendor inquiries received via email, phone, and/or Buildertrend comments
• Transfer Takeoff data from Planswift Reports to POs
• Update PO totals with quoted amounts received from trades/vendors
• Work with Purchasing Manager to ensure that each project has a complete PO package when handed to the Production Team; organize POs by build phase with a working knowledge of build schedules
• Demonstrate a thorough understanding of approved plans and design specifications in order to build out PO scopes and review assigned budgets with precision and exhaustive detail
• Assist with meeting and onboarding trades and vendors, gathering appropriate paperwork and training new groups in Buildertrend procedures and functions
• Monitor construction costs by ensuring that PO totals are within budgeted amounts unless approved at a higher rate by Purchasing Manager
• Obtain quotes from vendors and trades by specifying materials and scopes, identifying qualified trades and relaying price constraints
• Organize and maintain vendor / trade pricing database in Buildertrend with accuracy and timeliness; incorporate approved changes resulting from trade/vendor meetings and yearly pricing updates
• Organize and maintain Buildertrend PO template to reflect approved pricing, established scopes, and trade/vendor approved payment schedules
• Maintain updated contact entries in Buildertrend Directory
• Prepare reports by collecting, analyzing, and summarizing information and trends
• Assist with pricing negotiations by gathering and reporting historical data
• Assist Purchasing Manager in offering options/alternatives to Design team in regards to product choices and/or design elements
• Maintain that all credits/back charges are fulfilled by trades/vendors within a specified timeframe, unless deemed to be obsolete
• Pull VPO report prior to weekly meetings to review data and gather details as needed
• Attend handovers as needed, take notes to ensure accurate information is gathered and incorporated into POs
• Assist Purchasing Manager with reviewing PlanSwift budgets
• Meet with Field team upon completion of projects to review remaining PO's and assess residual PO needs
• Assist the Finance team with other tasks as needed

Essential Job Functions

• Must be able to work independently.
• May involve long hours, e.g., 45-50 hours per week.
• Must be able to lift 25 pounds or more.
• Must be able to ascend/descend stairs and ladders.
• Must be able to traverse uneven terrain.
• May Involve work in an exterior environment, including extreme temperatures.
• Must be able to process information visually and aurally.
• Must possess problem-solving skills to work with customers and vendors.
• Must demonstrate regular, reliable attendance.
• Must demonstrate strong critical thinking skills
• Must be able to communicate and function productively as part of a team and promote a culture of innovation and teamwork.
• Must be detail-oriented and organized.
• May involve training teammates to cover tasks during absences
• Must be able to read, write, speak, and understand the English language.
• May involve sitting and working on a computer for extended periods of time.
• May involve repetitive movements.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Pay: $20.00 - $24.00 per hour

Work Location: In person

Salary : $20 - $24