Purchasing Coordinator

Job Title:

Purchasing Coordinator

Reports to:

Operations Manager / Director of Operations The TGI StoryA second-generation family-owned business for over 63 years, TGI Office Automation is a comprehensive office technology provider offering scalable solutions for many of today’s complex business issues. TGI offers unparalleled, innovative technology from a variety of industry-leading partners.

We are seeking a Purchasing Coordinator to join our team. This is a great opportunity to join a fast-paced team that is focused on supporting the growth of our company.

TGI’s Mission Statement:
Office automation empowers your business. By improving bottom-line profitability through smart, strategic solutions, we help our customers reduce costs and maintain a competitive position. Responsible for managing the full purchasing lifecycle, including vendor quote verification, purchase order creation, open order tracking, inventory reconciliation, and returns management. Acts as the Microsoft 365 portal administrator, manages vendor rebate programs, and oversees customer warranties and software renewals.

Collaborates with Sales and Customer Success on project setup and billing, and provides cross-functional support for billing and customer onboarding as needed.

Responsibilities:

Purchasing & Vendor Management Verify accuracy of products and pricing on customer quotes against vendor quotes prior to PO issuance.

Create and submit vendor purchase orders accurately and in a timely manner.

Track all open orders from placement through delivery; communicate status updates to stakeholders.

Identify and resolve discrepancies between vendor quotes, POs, and received goods or invoices.

Project Coordination & Billing Support Create projects in the PSA/project management system when quotes include project-based work.

Partner with the Customer Success team to manage billing milestones and track project financial progress.

Ensure project billing is accurate, timely, and aligned with contract terms.

Sales Support Assist sales with product sourcing, SKU identification, pricing, and availability verification.

Serve as an internal resource for product knowledge and vendor relationships.

Microsoft 365 Portal Management Administer the Microsoft 365 portal — manage customer subscriptions, licenses, renewals, upgrades, and cancellations.

Reconcile M365 subscription costs against customer invoicing; stay current on licensing changes and promotions.

Vendor Rebate Program Management Track vendor rebate programs and monitor purchasing activity to maximize rebate qualification and earnings.

Submit rebate claims on time; maintain records and report on rebate performance to management.

Warranty & Software Renewal Management Maintain a database of customer hardware warranties and software renewals with expiration tracking.

Proactively initiate renewals in advance of expiration; identify upsell opportunities for the sales team.

Inventory Management & Reconciliation Maintain accurate records of on-hand inventory staged for pending orders or awaiting client installation.

Perform monthly inventory reconciliations to ensure system records match physical stock; report findings to management.

Coordinate with field teams to update records upon equipment deployment to customer sites.

Vendor Returns & Credit Management Manage RMA requests and track all open returns through resolution, maintaining a log of expected credits.

Reconcile received vendor credits against expected amounts; follow up on discrepancies or delays.

Coordinate with Accounting to ensure credits are properly applied; flag return trends to management.

Cross-Functional Support Provide support for billing functions as needed, including invoice generation, payment processing, and customer account management.

Provide support for customer setup and onboarding processes as needed, ensuring new customers are properly configured in company systems without delays.

Qualifications:

Associate’s or Bachelor’s degree in Business, Supply Chain, IT, or related field; equivalent experience considered.
2+ years of purchasing/procurement experience, preferably in an IT services or technology environment.

Experience with PSA tools…