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
