Purchasing Coordinator

Homes by West Bay offers a new kind of home building experience with a focus on delivering an exceptional homebuilding experience at an outstanding value. Recognized both nationally and regionally for our award-winning new home designs, we offer new single-family homes for sale throughout the finest new communities within the greater Tampa Bay area. Founded in 2009, we have evolved into the largest, privately owned new home builder in the Tampa Bay and Central Florida markets.

The Purchasing Coordinator supports the Purchasing Department by managing a variety of administrative and procurement functions essential to new home construction projects. Responsibilities include setting up new plans in the purchasing system, assisting with the input of base and option costs for new plans and/or communities, and creating variance purchase orders. The role also generates purchase orders for new job starts, monitors and responds to inquiries received through the department’s general email inbox, and provides support to ensure purchasing activities are completed accurately and on schedule.

This position requires strong organizational skills, attention to detail, and the ability to work collaboratively with vendors, construction teams, and other internal departments.

• System Setup & Data Management – Input and maintain accurate data in Newstar Enterprise for new plan launches, including the setup of the Design Studio wish list portal.
• Options Management – Create and configure options in Newstar Enterprise; maintain current cost and retail pricing for base homes and options; discontinue obsolete options and secure required stock for homes in backlog.
• Bid & Cost Administration – Obtain bids from vendors for new options, enter approved costs into Newstar Enterprise, and ensure pricing is current and competitive.
• Purchase Order Processing – Generate purchase orders for new job starts and variance purchase orders; verify accuracy prior to release.
• Rebate Administration – Prepare and submit quarterly rebate forms to manufacturers; follow up to confirm receipt of rebate checks and maintain accurate rebate records.
• Vendor & Department Communication – Respond to inquiries in the Purchasing Department’s general email inbox; assist vendors, construction teams, and internal departments in resolving purchasing-related questions or issues.
• Documentation & Compliance – Maintain organized electronic and physical records of bids, contracts, and purchase orders in accordance with company policies and audit requirements.
• Project & Deadline Management – Meet all deadlines and schedules as assigned by the Director of Purchasing; proactively communicate any delays or issues.
• Cross-Department Support – Collaborate with design, construction, and accounting teams to ensure smooth project execution and accurate financial reporting.
• Other Duties – Perform additional tasks and responsibilities as assigned by the Director of Purchasing.

• Planning & Organization – Effectively prioritizes tasks, manages time, allocates resources, and sets clear goals to meet deadlines.
• Problem Solving – Quickly identifies issues, analyzes information, develops solutions, and collaborates across departments to resolve challenges, proficient in Microsoft Office tools.
• Conflict Resolution – Addresses and resolves issues professionally to maintain positive working relationships.
• Oral Communication – Speaks clearly and persuasively, listens actively, and provides informative responses; contributes effectively to meetings and presentations.
• Written Communication – Produces clear, concise, and accurate written materials; adapts style to audience; interprets and presents data effectively.
• Negotiation – Secures favorable terms and agreements that…