What are the responsibilities and job description for the Purchasing Coordinator position at Estela Living LLC?
ABOUT ESTELA LIVING
Estela Living is a growing residential homebuilder developing single-family communities across Florida’s high-demand markets, including Ocala (Marion County) and Palm Coast. We are a lean, driven team building homes people are proud to own — with a culture that values precision, accountability, and doing things right the first time. As we scale our operations, we’re looking for sharp, detail-oriented professionals who want to grow with us.
ABOUT THE ROLE
The Purchasing Coordinator is a key operational role at Estela Living, responsible for the accurate and timely processing of work orders, vendor documentation, and trade compliance records across our active communities. Working out of our Coconut Grove corporate office and reporting to the Purchasing Manager, this role keeps our purchasing function running smoothly — from work order entry and subcontractor file management to invoice coordination and Variance Purchase Order (VPO) administrative support.
This is a hands-on, detail-critical position for someone who thrives in a fast-paced construction environment and takes pride in keeping systems clean, vendors compliant, and the purchasing workflow running without gaps.
WHAT YOU’LL DO
Enter, maintain, and audit work orders (WOs) in ECI Marksystem for all active home builds across our Ocala and Palm Coast communities; ensure every WO is complete and accurate before field work begins.
Track and manage subcontractor compliance documentation — licenses, certificates of insurance, and executed trade agreements — and flag expiring documents to the Purchasing Manager.
Coordinate with the Accounts Payable team to route, log, and match trade invoices against open work orders; support the three-way match process (WO – receipt – invoice).
Provide administrative support for Variance Purchase Order (VPO) processing: prepare documentation packages, maintain the VPO log, and track status by community and trade.
Communicate with trade partners and vendors on documentation requests, compliance requirements, and purchase coordination; maintain a professional and organized vendor relationship.
Maintain organized digital files for all vendor records, executed scopes, and compliance documents; ensure records are current and retrievable.
Prepare bid coordination materials as directed by the Purchasing Manager; assist with trade outreach, proposal tracking, and bid comparison support.
Generate reports from ECI Marksystem as needed; support the Purchasing Manager with weekly status updates and pipeline tracking.
WHAT WE’RE LOOKING FOR
2 years of experience in purchasing, procurement, construction administration, or a related coordination role.
Familiarity with residential construction workflows and trade contractor coordination preferred.
Strong attention to detail — you catch discrepancies before they become problems.
Experience with purchasing, ERP, or construction management software; ECI Marksystem experience is a strong plus.
Proficient in Microsoft Office or Google Workspace; comfortable working across spreadsheets and shared systems.
Clear, professional written and verbal communication; able to coordinate effectively with field teams, vendors, and the accounting department.
Highly organized with the ability to manage multiple active communities and competing priorities simultaneously.
WHAT WE OFFER
Competitive salary.
Full-time, on-site role at our Coconut Grove corporate office.
Direct exposure to a fast-growing homebuilding operation with room to develop your career.
Collaborative team environment where your contributions are visible and valued.
Opportunity to work alongside experienced operations and purchasing leadership.
Benefits:
Health insurance
Paid time off
Work Location: In person