Purchasing Administrator

Purchasing Administrator

Industry: HVAC Wholesale / B2B Distribution

The Purchasing Administrator supports the procurement and inventory functions of a wholesale HVAC distribution business. This role is responsible for processing purchase orders, coordinating with suppliers, tracking inventory levels, maintaining accurate purchasing records, and ensuring timely product availability for customers and branch operations. The ideal candidate is highly organized, detail-oriented, and experienced in fast‑paced B2B supply chain environments.

• Create, process, and manage purchase orders for HVAC equipment, parts, tools, and supplies
• Monitor inventory levels and assist with replenishment planning
• Maintain accurate supplier pricing, lead times, and product records within ERP systems
• Communicate with vendors regarding order confirmations, delivery schedules, shortages, and backorders
• Track shipments and resolve discrepancies related to orders, invoices, or deliveries
• Coordinate with warehouse, sales, and operations teams to ensure product availability
• Assist with forecasting and purchasing reports
• Ensure purchasing activities comply with company policies and budget guidelines
• Maintain organized purchasing documentation and audit trails
• Identify opportunities for cost savings and process improvements

• Previous experience in purchasing, procurement, inventory control, or supply chain administration
• Experience in wholesale distribution, HVAC, construction supply, plumbing, or industrial products preferred
• Strong understanding of purchasing processes and inventory management
• Proficiency with ERP systems and Microsoft/Google systems
• Excellent organizational and multitasking abilities
• Strong communication and negotiation skills
• High level of accuracy and attention to detail
• Ability to work effectively in a fast‑paced B2B environment

• Experience working with HVAC products, components, or technical wholesale distribution
• Knowledge of supplier lead times, seasonal demand planning, and stock control

• Purchase order accuracy
• Inventory availability and stock‑out reduction
• Supplier on‑time delivery performance
• Invoice discrepancy resolution time
• Backorder management
• Inventory turnover support
• Cost savings and purchasing efficiency

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