Purchasing Coordinator

Position Summary

The Purchasing Coordinator plays a vital role in supporting the procurement, permitting, and payment operations of Brittenum Residential’s field construction activities. This position is responsible for managing Vendor Purchase Orders (VPOs), invoices, pay applications, vendor setup and compliance, permitting coordination, and select payroll and administrative functions. Working closely with the Purchasing Agent, Construction Field Teams, and Accounting, the Purchasing Coordinator helps ensure projects remain on schedule, costs are properly tracked, and documentation is accurate, compliant, and audit-ready.

Essential Job Responsibilities

Purchasing & Procurement Support

• Create and manage Variance Purchase Order and Work Orders, ensuring accuracy in vendor selection, scope, pricing, and lot/job assignment.
• Monitor daily VPO requests from the field and verify appropriate approvals prior to processing.
• Adjust and update purchase orders/work orders to reflect approved changes in scope, quantity, pricing, or job assignment.
• Release new lots in the system in coordination with Purchasing/Operations and field teams.
• Obtain, update, and upload material price lists in Mark Systems.

Invoice Processing & Accounting Support

• Process and reconcile vendor invoices, ensuring correct job/lot coding, approvals, and documentation prior to submission to Accounting.
• Process pay applications (pay apps), including review of backup documentation and verification against contracts and POs.
• Prepare remittances with correct invoice references and remit-to details.
• Review vendor and trade partner statements, research discrepancies, and coordinate resolutions.
• Code and submit field credit card receipts, flagging missing or incorrect documentation.
• Respond to vendor inquiries related to payments, invoices, and account status.

Payroll Support

• Process weekly field payroll for designated employees by accurately coding time to the correct jobs/lots.

Vendor & Trade Partner Management

• Set up new vendors and trade partners in company systems.
• Maintain vendor records, including insurance certificates (COIs) for liability, auto, and workers’ compensation.
• Ensure trade partners maintain required commercial and licensing documentation.
• Foster and maintain strong working relationships with vendors and trade partners.

Permitting & Start Coordination (Serve as Backup to Starts Coordinator)

• Review sales and option contracts to prepare permitting documentation and submittals.
• Apply for city/county permits and facilitate approvals in a timely manner.
• Request checks for permitting fees, utility taps, and related costs.
• Order and track required utility taps.
• Submit windstorm certificates to required agencies for permitting and closings.
• Manage and request Architectural Control Committee (ACC) approvals when required.
• Review start folders prior to release to ensure accuracy and completeness.
• Attend start meetings and gather required documentation for weekly starts.
• Maintain the company pipeline and distribute weekly starts reports to management and field personnel.

Administrative & General Support

• Assist in maintaining job files and documentation throughout the construction process.
• Address daily issues related to house files, vendors, materials, and trade orders.
• Support accounting, purchasing, and operations teams with ad hoc tasks.
• Identify and recommend process improvements to enhance efficiency and accuracy.

Qualifications

Education & Experience

• Associate’s degree or higher in Business Administration, Accounting, Finance, Construction Management, or a related field preferred.
• Relevant experience in purchasing, procurement, accounts payable, or construction administration may be considered in lieu of formal education.

Skills & Competencies

• Strong organizational and multitasking abilities with high attention to detail.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Experience with accounting or purchasing software preferred; Mark Systems experience a plus.
• Excellent communication and interpersonal skills.
• Ability to work independently while collaborating effectively with cross-functional teams.

The Brittenum Group is proud to be an Equal Opportunity Employer. We do not discriminate in hiring or employment on the basis of race, color, religion, creed, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, disability, marital status, veteran status, genetic information, or any other status protected by applicable law. We are committed to fostering a workplace where everyone feels valued, respected, and empowered.

Benefits:

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

Work Location: In person