Purchasing Coordinator - Building Automation

Application Deadline: 24 May 2026

Department: Brooks Building Technologies

Location: Jacksonville - Beverly

Compensation: $28.85 / hour

Description

We are seeking a highly organized, detail-oriented Purchasing Coordinator to support the Building Automation Systems (BAS) department at Brooks Building Solutions. This role will manage purchasing activity across all five offices statewide and serve as the central point of contact for order placement, purchase order tracking, vendor coordination, receiving coordination, and purchasing documentation.

The Purchasing Coordinator will support operations and service teams by ensuring materials, equipment, tools, parts, and approved supplies are ordered accurately, delivered on time, received properly, and communicated clearly to the appropriate team members. This role requires strong organization, attention to detail, follow-through, and the ability to coordinate effectively across multiple offices, vendors, warehouses, and internal departments.

The ideal candidate is dependable, collaborative, process-oriented, and comfortable managing multiple priorities in a fast-paced commercial HVAC and building automation environment. Success in this role depends on maintaining accurate records, communicating professionally with internal teams and vendors, and helping keep projects, service work, and daily operations running efficiently across the state.

Pay: Starting at $28.85 /hour, based on experience

Key Responsibilities

• Purchase approved materials, parts, tools, equipment, and supplies for all five Building Automation offices across the state.
• Serve as the centralized purchasing contact for internal teams, vendors, suppliers, and office locations.
• Create, issue, and track purchase orders in accordance with company purchasing procedures and approval requirements.
• Verify all order details before placement, including item numbers, descriptions, quantities, pricing, job information, delivery locations, and requested delivery dates.
• Track orders from placement through final receipt, including estimated ship dates, delivery confirmations, backorders, substitutions, delays, partial shipments, and closeout status.
• Communicate order status, urgent needs, delivery issues, and material updates to project managers, service team members, warehouse staff, accounting, and other stakeholders.
• Receive and check in delivered orders by comparing shipments against purchase orders, packing slips, quotes, and vendor confirmations.
• Label, stage, assign, transfer, or distribute received materials to the appropriate office, department, project, inventory location, or team member.
• Identify, document, and help resolve order, receiving, freight, pricing, tax, and invoice discrepancies, including missing items, damaged goods, incorrect shipments, duplicate orders, and purchase order variances.
• Maintain accurate purchasing records, including purchase orders, packing slips, invoices, delivery confirmations, vendor communications, receiving notes, and order status updates.
• Assist with inventory accuracy by communicating received items, shortages, transfers, and material usage to the appropriate team members.
• Monitor purchasing activity to identify opportunities for cost savings, vendor consolidation, stronger purchasing power, improved lead times, and more efficient ordering procedures.
• Maintain positive vendor relationships while supporting company standards for pricing, quality, responsiveness, and delivery performance.
• Provide administrative support related to purchasing, order tracking, receiving, inventory communication, and documentation as needed.
  
  

Skills, Knowledge and Expertise

• High school diploma or equivalent required. Additional coursework or certification in purchasing, supply chain, logistics, inventory management, business administration, or a related field is a plus.
• Previous experience in purchasing, procurement, inventory, warehouse, logistics, administrative support, or vendor coordination preferred. Experience in HVAC, construction, building automation, service, parts, facilities, or a related industry is a plus.
• Strong organizational skills with the ability to manage multiple orders, vendors, offices, and deadlines while maintaining accuracy, consistency, and follow-through.
• Excellent attention to detail when entering orders, reviewing purchase orders, checking in shipments, and maintaining accurate records.
• Strong communication and collaboration skills with the ability to coordinate clearly and professionally with internal teams, vendors, suppliers, and delivery personnel.
• Ability to follow up consistently, work within established processes, and take ownership of orders from request through final receipt.
• Proficiency with Microsoft Office, Excel, email, purchasing systems, inventory systems, and general office software.
• Ability to read and interpret quotes, packing slips, invoices, purchase orders, order confirmations, and basic product information.
• Strong problem-solving and analytical skills to identify and resolve order issues, delivery delays, pricing discrepancies, and receiving concerns.
• Ability to prioritize urgent needs while maintaining accurate records for routine purchasing activity.
• Professional, dependable, patient, and service-oriented approach to supporting multiple departments and office locations.
• Ability to work independently while maintaining close communication and collaboration with managers, accounting, warehouse personnel, and field teams.
• Valid driver’s license preferred, depending on location and business needs.
• Ability to lift up to 50 lbs occasionally and assist with receiving, staging, and inventory tasks as needed.
  
  

Why Work at Brooks Building Solutions?

Brooks Building Solutions is a Metro Jacksonville Top Workplace (three years running!) and a leader in HVAC, building automation, and energy efficient solutions for commercial buildings. With 150 employees and a strong culture rooted in growth and collaboration, we offer the career development opportunities and mentorship you'd expect from a growing company, plus direct access to leadership.

We believe in rewarding great work with great benefits:

• Competitive pay
• Paid holidays and PTO (including the day after Thanksgiving a half day on Christmas Eve)
• Health benefits with HSA contributions
• 401(k) with company match
• Company-wide bonus structure for eligible employees based on business performance

Join a company where your ideas, growth, and impact matter.

Brooks Building Solutions is an equal opportunity employer. Employment decisions are based on merit, performance, and business needs. We do not discriminate based on any status protected by law.