Purchasing & Receiving Coordinator

Purchasing & Receiving Coordinator

Related titles: Purchasing & Inventory Coordinator, Materials Coordinator, Purchasing Agent

Hours: Part-time, onsite approximately 20 hours per week, MondayFriday 9am - 1pm

Role Context

Red House aim to be New England's leader in high-end residential design and construction. Achieving that vision depends on something unglamorous but integral: the high end fixtures and finishes our designs are made of arriving complete, correct, undamaged, and on the day the schedule needs them.

The Purchasing & Receiving Coordinator is the link between Design, Estimating, and Production. Where the Estimator owns project cost and Design owns vendor pricing, this role owns the path a selection travels from order to jobsite, and is accountable for the five R's of purchasing: right quantity, right quality, right price, right place, right time.

This role protects and advances our company core values of Clarity accurate records that let anyone see where a selection stands; Trust vendors, designers, and field staff who can rely on what this seat tells them; and Care the attention that keeps a client's cabinetry from arriving scratched, short, or late.

Main Responsibility

The Purchasing & Receiving Coordinator is accountable for the accurate procurement, receipt, storage, and delivery of project selections. This is an execution role it does not set project budgets, negotiate vendor terms, or make selection decisions; those remain with the Estimator, Lead Designer, and Project Manager. It is trusted to order correctly against approved selections, catch discrepancies before they reach a jobsite, maintain an organized and accurate warehouse, and exercise first-line judgment about what to resolve and what to escalate.

Excellence looks like this: nothing reaches a jobsite late, short, or wrong; the selections sheet communicates status without anyone having to ask; and Production never loses a day waiting on material.

Core Accountabilities

• Purchasing Accuracy
• Receiving & Quality Control
• Warehouse & Inventory Management
• Jobsite Delivery & Logistics
• Procurement Documentation & Vendor Records
• Selections Bill Management

Key Responsibilities

1. Purchasing Accuracy

• Serve as the primary point of contact for the purchasing, receiving, and distribution of project selections including but not limited to windows, doors, cabinetry, fixtures, hardware, and finishes.
• Verify selection completeness, accuracy, and availability with the Lead Designer and Estimator before placing an order.
• Create accurate purchase orders and bills so that committed costs align with the project budget.
• Track lead times and flag long-lead items to the Estimator and Project Manager early enough to protect the schedule.
• Escalate pricing variances, substitutions, and scope questions to the Estimator rather than resolving them independently.

2. Receiving & Quality Control

• Receive and check in all incoming material against the purchase order and the approved selection.
• Perform quality-control inspection at delivery: correct item, correct quantity, no damage, complete hardware and components.
• Document discrepancies immediately and drive claims, returns, and replacements to resolution with the vendor.
• Confirm receipt status in the shared selections log the same day material arrives.

3. Warehouse & Inventory Management

• Maintain a clean, safe, and accurately inventoried warehouse of high-end finishes.
• Stage material by project so that a delivery can be pulled without a search.
• Maintain inventory records for stored selections and reconcile physical inventory against the log on a defined cadence.
• Operate a pallet jack and hand truck safely; keep aisles, racking, and staging areas clear.

4. Jobsite Delivery & Logistics

• Deliver selection packages to jobsites in a Red House vehicle according to Production's schedule.
• Coordinate delivery timing with the Project Manager and Lead Carpenter so material arrives when the site is ready to receive it.
• Perform quality-control checks and maintain an inventory of selections held on each jobsite.
• Operate the company vehicle safely and maintain a clean driving record.

5. Procurement Documentation & Vendor Records

• Document selection status at each step of the procurement process in the shared spreadsheet.
• Maintain a log of warranty, replacement and missed purchases
• Maintain trade account relationships with Red House vendors courteously and professionally.
• Keep vendor contact, account, and pricing documentation current and accessible to the Design team.

6. Selections Bill Management

• Generate purchase orders and bills matching the amount and scope of purchased goods to streamline bookkeeping.
• Process credit bills for returned items.

Performance Standards

• No jobsite delivery arrives late, short, incorrect, or damaged without prior notice to the Project Manager.
• Selection status consistently updated in the shared sheet at all times, with receipt confirmed the day material arrives.
• Purchase orders written accurately against approved selections, with committed cost matching the project budget or the variance flagged to the Estimator before the order is placed.
• Damage, shortage, and substitution claims opened with the vendor within one business day of receipt and driven to resolution.
• Warehouse maintained in a clean, organized, safe, and accurately inventoried condition at all times.
• Long-lead and backordered items identified and communicated early enough to the Design and Production teams for the schedule to absorb them.
• Company vehicle maintained as needed and operated safely; clean driving record maintained.

Required Leadership & Behavioral Competencies

Self (universal):

• Instills Trust Handles the company vehicle, tools, inventory, and trade accounts with integrity. Tells others about the damaged crate before they find it.
• Demonstrates Self-Awareness Takes correction on a miscoded order without defensiveness; knows the edge of their own authority.
• Being Resilient Stays composed and accurate when three deliveries, a damaged shipment, and a jobsite call land in the same morning.

Role-relevant:

• Ensures Accountability Acts with a clear sense of ownership over the order end-to-end; a claim opened is a claim driven to resolution without being chased.
• Optimizes Work Processes Keeps a physical warehouse and a digital log telling the same story on a repeatable cadence.
• Collaborates Partners with vendors, designers, estimators, and field staff; represents Red House's interests while being fair to the vendor.

Core values Care, Clarity, and Trust are non-negotiable throughout.

Minimum Qualifications

• 3+ years of experience in residential design/construction and/or inventory, purchasing, or receiving.
• Familiarity with high-end architectural finishes.
• Clear communication skills in person and over the telephone.
• Meticulous proofreading and quality-control practices.
• Decisive problem-solving and exceptional organizational habits.
• Proficiency with spreadsheets, Buildertrend, and Google Workspace; comfort using AI tools to increase capacity.
• Proficiency with a pallet jack and hand truck.
• Ability to routinely lift and carry loads up to 50 pounds.
• Valid driver's license with a clean driving record.

Compensation & Benefits

• Hourly rate: $24 $30/hour, commensurate with experience.
• 401(k) Retirement Plan: Eligible on the first quarterly entry date following six months of continuous service; includes the company Safe Harbor match.
• Profit Sharing: Eligible for Red House's company-wide Gross Profit Share Plan after six months of continuous employment, calculated on regular hours worked, longevity, and company profitability goals.
• Professional Development Fund: Eligible for approved courses and training up to an annual allowance equivalent to one week of pay.
• Provided for business use: company vehicle during business hours, computer.
• Culture & perks: modern Providence design studio, company-sponsored lunch on Tuesdays, dog-friendly workspace, and espresso bar.

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