Purchasing and Order Entry Coordinator

Heartland Video Systems, Inc. is a well-respected, family-owned systems integrator serving broadcast television stations throughout the United States since 1997. Our collaborative approach—combining an experienced sales team with a highly skilled engineering team—sets us apart and enables us to deliver comprehensive solutions tailored to our customers' needs.

HVS provides equipment sales, engineering expertise, and turnkey integration services for broadcast, production, corporate, education, house of worship, and community media environments. Our solutions include audiovisual systems, video production and streaming technologies, control systems, networking, monitoring, storage, routing, and related infrastructure.

Building on nearly three decades of success in the broadcast market, HVS is strategically expanding its presence in the Professional Audio Visual (ProAV) and Audio, Visual, and Lighting (AVL) markets, bringing the same customer-focused approach, engineering expertise, and commitment to service that has driven our success in the broadcast industry.

Role Summary

Detail-oriented and highly organized Purchasing / Sales Order Coordinator supports daily operations in a fast-paced reseller environment. This role combines responsibilities across sales order processing, purchasing, vendor coordination, and accounting support. The ideal candidate will thrive in a small-company environment, communicate effectively with suppliers and internal teams, and maintain a high level of accuracy while managing multiple priorities.

Core Responsibilities

1. Sales Order Processing

• Create sales orders from approved customer quotes
• Send order acknowledgements to customers 
• Review and verify part numbers, sales pricing, and vendor costs for accuracy
• Ensure all order documentation is complete and properly approved
• Coordinate with sales staff to resolve discrepancies or missing information

2. Purchasing & Vendor Coordination

• Generate and issue purchase orders from approved sales orders
• Submit purchase orders to suppliers and confirm receipt
• Follow up with suppliers regarding order acknowledgements, expected ship dates, and shipment status
• Track and update actual shipment dates and delivery information
• Monitor back orders and communicate delays or issues internally
• Maintain accurate purchasing records and vendor communications

3. Order & Shipment Tracking

• Maintain tracking information for customer orders and shipments
• Update internal systems with shipment confirmations and tracking details
• Coordinate drop-ship logistics between suppliers and customers
• Assist with resolving shipping discrepancies or delivery issues

4. Accounting Support

• Assist with invoice matching and verification
• Ensure purchase orders, vendor invoices, and sales orders reconcile accurately
• Help maintain accurate financial and operational records
• Support accounts payable, accounts receivable, and general accounting functions as needed

Key Performance Expectations

• Timely execution of invoice entry, purchase orders, and sales orders to minimize any delays for customers
• Assist with ERP/accounting system optimization and reporting enhancements
• Support automation initiatives and documentation of procedures

Required Skills & Competencies

• 2 years of experience in purchasing, order processing, accounting support, or related administrative operations
• Strong attention to detail and organizational skills
• Experience working in ERP/accounting systems preferred
• Proficiency in Microsoft Office, especially Excel
• Ability to manage multiple tasks and deadlines simultaneously
• Strong written and verbal communication skills
• Experience in distribution, reseller, or drop-ship environments is highly preferred

Preferred Experience

• Experience in a privately held small-to-mid-sized company environment
• Experience with drop ship operational model           
• ERP system savvy (QuoteWerks, and Zoho Suite experience is a plus)

Success Profile

The individual in this role:

• Demonstrates strong judgment with minimal oversight
• Balances internal & external customer needs with financial and operational constraints
• Manages a high volume of work without sacrificing accuracy 

Heartland Video Systems offers a comprehensive benefits package including:

• Group Health and Vision Insurance
• Group Disability and Life Insurance
• 401(k) Plan with Company Match
• 9 Paid Holidays
• Vacation and Personal Time Off
• Continuing Education Opportunities
• Career Growth and Advancement

We are an Equal Opportunity Employer and consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status.

This role requires candidates to be physically located in the United States and legally authorized to work in the U.S. at the time of hire. Sponsorship is not available.