Purchasing & Administrative Coordinator

Job Description

Job Description

Purchasing & Administrative Coordinator

Economy Restaurant Equipment & Supply Co. | San Marcos, CA

Position Type: Full-Time | On-Site (Mon–Fri, 8:00 AM – 5:00 PM)

Pay Range: $20.00 – $25.00 per hour (commensurate with experience)

About Us

Economy Restaurant Equipment & Supply Co. is a premier commercial foodservice equipment dealer and contractor based in San Marcos, CA. We specialize in commercial kitchen design, equipment procurement, delivery, and installation for restaurants, schools, healthcare facilities, and hospitality clients across Southern California.

About the Role

We are seeking a detail-oriented, highly organized Purchasing & Administrative Coordinator to join our team in San Marcos. In this role, you will serve as a key operational link between our purchasing operations, sales team, warehouse, and vendor network. You will manage purchase orders, track order lifecycles in QuickBooks, verify pricing and freight details, and support general office administration.

If you thrive in a fast-paced environment, possess exceptional organizational skills, and enjoy vendor coordination, this is a great opportunity to expand your operations and procurement experience.

Key Responsibilities

·         Order Management & Purchasing: Issue and transmit accurate purchase orders to equipment manufacturers and distributors nationwide.

·         Pricing & Invoice Verification: Confirm factory pricing, dealer discounts, and freight charges against vendor acknowledgments and vendor invoices.

·         QuickBooks Maintenance: Accurately log POs, vendor invoices, shipping status, and tracking information into QuickBooks.

·         Vendor & Lead-Time Tracking: Proactively follow up with manufacturers regarding shipping schedules, lead times, backorders, and deliveries.

·         Cross-Departmental Coordination: Collaborate with sales, accounting, and warehouse personnel to coordinate incoming shipments and resolve order discrepancies.

·         Records & Documentation: Maintain organized physical and electronic files for purchasing and accounting audits.

·         Administrative Support: Provide general office assistance, manage phone and email correspondence, and perform occasional local errands as needed.

Qualifications

·         Experience: Prior experience in purchasing, accounts payable, order management, or office administration preferred (experience in foodservice equipment, construction, or wholesale distribution is a strong plus).

·         Software Skills: Proficiency with QuickBooks is strongly preferred. Proficiency in MS Office Suite (Word, Excel, Outlook), email, and PDF software required.

·         Communication: Strong professional verbal and written communication skills in English; Spanish bilingual skills are a plus.

·         Detail-Oriented: Exceptional organizational ability with high accuracy in matching numbers, invoices, and purchase orders.

·         Reliability: Strong work ethic, dependable attendance, and the ability to work on-site independently after initial training.

Benefits & What We Offer

·         Comprehensive Medical & Vision Insurance

·         Paid Time Off (PTO) & Paid Sick Leave

·         Paid Parental Leave

·         Stable, full-time schedule (Monday – Friday, 8:00 AM – 5:00 PM)

·         Supportive, team-oriented work environment with direct training

Requirements

·         Location: Must have reliable transportation and be able to commute daily to our San Marcos, CA office.

·         Work Authorization: Must be legally authorized to work in the United States without sponsorship now or in the future.

Economy Restaurant Equipment & Supply Co. is a commercial foodservice equipment dealer and contractor based in San Marcos, California. We provide restaurant and commercial-kitchen equipment, design, procurement, delivery, installation, and related services for restaurants, hospitality properties, schools, healthcare facilities, commercial kitchens, and other institutional customers.

Our purchasing department works with a large network of commercial equipment manufacturers and distributors, making this position an opportunity to gain practical experience in purchasing, procurement, vendor management, logistics, accounting documentation, and business operations.

Company Description

Economy Restaurant Equipment & Supply Co. is a commercial foodservice equipment dealer and contractor based in San Marcos, California. We provide restaurant and commercial-kitchen equipment, design, procurement, delivery, installation, and related services for restaurants, hospitality properties, schools, healthcare facilities, commercial kitchens, and other institutional customers.\r\n\r\nOur purchasing department works with a large network of commercial equipment manufacturers and distributors, making this position an opportunity to gain practical experience in purchasing, procurement, vendor management, logistics, accounting documentation, and business operations.