Purchasing Coordinator

The Purchasing Coordinator provides administrative and transactional support across the Purchasing function and the teams it serves. This role supports construction, special projects, manufacturing, and other operational needs through accurate data entry, supplier follow-up, subcontract administration, reporting, order tracking, expediting, and document control. The position works within established processes and approvals, escalating pricing, scope, supplier, schedule, compliance, and contract exceptions to the appropriate Purchasing Specialist.

The role does not independently select suppliers, negotiate terms, approve substitutions, make award decisions, or authorize commitments.

Who we are:

At Colonial Webb, we are deeply committed to our people, our culture, and the continued growth of our business. As a full-service MEP (Mechanical, Electrical, and Plumbing) contractor, we pride ourselves on the quality and expertise of our teams, who work across a diverse range of specialties, including New Construction, Mechanical Service, Industrial Refrigeration, and Manufacturing. For over 50 years, we've been dedicated to delivering comprehensive solutions and unmatched service to our commercial customers, earning a reputation as a trusted contractor in the industry.

Perks of joining Colonial Webb:

Competitive salary of $50,000 - $55,000

Career development and progression
401(k) plan with company matchPTO and paid holidays

Excellent medical, dental, life, vision and disability benefits

Employee Assistance Program Employee referral incentivesA day in the life:

Provide subcontract administrative support by reviewing request packages for completeness, preparing documents from approved templates, coordinating vendor review, tracking status, and facilitating execution after required approvals; process authorized revisions and change orders; maintain required backup, naming, routing, and records; track insurance certificates, trade-specific attachments, and project flow-down requirements; and escalate missing or nonstandard items.

Provide administrative and transactional Purchasing support for construction, special projects, manufacturing, third-party welding, and other operational needs.

Review purchasing requests for required job, supplier, item, quantity, pricing, delivery, and supporting information; follow up on incomplete or inconsistent requests before entering approved purchase orders, releases, acknowledgements, and confirmations in designated systems.

Enter usage orders and related supplier-order data for active-job pre-buy, lump-sum, and bulk purchase orders to keep material usage and pricing trackers accurate and current.

Expedite supplier submittals requested by Purchasing Specialists; track receipt and approval status, follow up on outstanding documents, distribute submittals to designated contacts, and distinguish supplier-submitted documents from technically approved submittals.

Organize and maintain purchasing project folders as jobs commence, ensuring quotes, purchase orders, acknowledgements, submittals, delivery records, correspondence, subcontract documents, and supporting records are promptly saved and properly named.

Expedite orders by obtaining acknowledgements, promised ship dates, backorder status, shipment details, and delivery updates; document and follow up on responses; and escalate missed dates, shortages, substitutions, quantity or price changes, damaged shipments, and issues requiring purchasing judgment or supplier negotiation.

Support urgent material needs by contacting approved suppliers and, when directed, approved alternates to identify availability, lead times, and delivery options when an awarded supplier cannot meet material or schedule requirements.

Support manufacturing, third-party welding, and other one-off material needs by coordinating RFQ and availability requests, entering approved orders, tracking materials and supplier commitments, following up on deliveries, and communicating open-item status.
· Compile recurring national and departmental purchasing reports; validate and reconcile data, maintain supporting records, distribute approved reports, follow up on missing inputs, and escalate data-quality issues.

Collect supplier information and required forms and route supplier setup, update, compliance, and approval requests.

Assist with routine purchase-order and invoice research by locating records, confirming available information, and routing discrepancies to the appropriate owner.

Maintain…