Purchasing Coordinator

Job Description

Purchasing Coordinator / Purchasing Specialist

The Purchasing role is responsible for sourcing, ordering, and tracking materials, equipment, and supplies needed for job sites and warehouse operations. This position works closely with vendors, job managers, technicians, and accounting to ensure accurate purchasing, timely deliveries, and proper documentation.

• Locate, source, and order job materials, warehouse supplies, and equipment
• Communicate regularly with vendors, job managers, and field technicians regarding material needs and order status
• Coordinate with suppliers to schedule deliveries and resolve shipping errors or discrepancies
• Obtain approval from job managers for large or high‑value vendor quotes prior to placing orders
• Issue purchase orders (POs) for direct purchases and purchases made by owners using company credit cards
• Receive orders from vendors and update purchase orders accordingly
• Track returned purchases and ensure credits or refunds are received
• Monitor and document purchases made via company credit cards and submit transactions to Accounts Payable for entry into the accounting system
• Maintain accurate inventory records
• File and organize all purchasing documentation, including purchase orders and pick slips
• Request and maintain Safety Data Sheets (SDS) from vendors for all applicable purchases
• Other duties as assigned

• Excellent negotiation skills
• Strong analytical abilities
• Sound judgment and decision‑making skills
• Strong written and verbal communication skills
• Ability to communicate professionally with vendors, customers, and internal staff via phone and email
• Strong interpersonal skills with the ability to work cross‑functionally
• Excellent organizational and record‑keeping skills
• Knowledge of purchasing and procurement software
• Working knowledge of Microsoft Office 365 applications
• Understanding of mechanical parts recommended

Wait Mechanical, Inc. is a full service mechanical contractor.

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