Purchasing Coordinator

Job Description

Job Description

Purchasing Coordinator

Company: Elevation Flooring
Location: Baltimore, Maryland
Position: Full-time

Position Overview

Elevation Flooring is seeking a highly organized, persistent, and proactive Purchasing Coordinator to ensure project materials arrive when needed.

This role owns the follow-through from sample requests and approvals through purchasing and confirmed material delivery. You will track project deadlines, identify anything that could delay an order, and keep following up with vendors, project teams, and approval contacts until each issue is resolved.

Your main responsibility is : get the correct, approved materials to the correct location by the required date. This is a dedicated position focused on material readiness and purchasing.

Primary Responsibilities

Project Dates and Material Planning

• Maintain a clear understanding of each project’s installation schedule and required material arrival dates.
• Obtain and verify vendor lead times, product availability, and shipping timelines.
• Work backward from required arrival dates to establish ordering and approval deadlines.
• Review Elevation’s preconstruction command center daily and keep project information current.
• Flag missing dates, unclear requirements, and material risks early.

Sample Coordination

• Ensure required samples are requested promptly.
• Coordinate with the front office to confirm samples are received, labeled, shipped, and delivered to the correct approval contact.
• Track outstanding samples and follow up until they reach the person responsible for approval.
• Prevent samples from sitting in the office or becoming stalled without a clear next step.

Submittal and Approval Follow-Up

• Track which projects are waiting on samples, technical submittals, product selections, or written approvals.
• Follow up with internal preconstruction and project management staff until required documents are prepared, reviewed, and submitted.
• Contact general contractors, designers, and other designated approval contacts to obtain outstanding approvals.
• Maintain clear records of what is pending, who owes the next action, and when it is needed.
• Follow up consistently and professionally until approvals are received.
• Escalate delays immediately when they threaten ordering deadlines or installation dates.

Purchasing

• Prepare and place purchase orders after required internal authorization.
• Verify orders against approved project information, including manufacturer, product, color, quantity, pricing, delivery location, and special instructions.
• Obtain and review vendor order confirmations promptly.
• Resolve discrepancies before they affect production or shipment.
• Track payment requirements and coordinate with accounting to prevent order holds.
• Maintain accurate purchase orders, confirmations, and supporting records in the company’s CRM.

Delivery and Material Arrival

• Track orders from placement through confirmed receipt.
• Obtain committed ship dates, delivery dates, and tracking information.
• Follow up with vendors and freight companies on delays, backorders, shortages, and damaged or incorrect materials.
• Coordinate deliveries with the warehouse and project team.
• Confirm with warehouse staff that the correct materials and quantities actually arrived.
• Keep unresolved delivery issues open until corrected.

Accountability and Communication

• Know the current material status of every assigned project.
• Keep a clear next action, responsible contact, and follow-up date for every outstanding item.
• Communicate risks early, with a practical plan to resolve them.
• Take ownership of follow-through across departments, even when another person must complete the next step.
• Keep project management, operations, and warehouse staff informed of changes affecting material readiness.

The Purchasing Coordinator drives the process. Project management retains responsibility for technical review and purchasing release authorization; warehouse staff handle physical receiving.

Qualifications

• Highly organized, detail-oriented, and dependable.
• Comfortable making frequent phone calls and sending follow-up emails.
• Persistent and professional when requesting answers, approvals, and delivery commitments.
• Able to manage multiple projects and competing deadlines without repeated reminders.
• Strong written communication and accurate recordkeeping skills.
• Comfortable using email, spreadsheets, purchase orders, and CRM software.
• Able to recognize a potential delay and take action before it becomes an urgent problem.
• Experience in purchasing, procurement, construction coordination, or material logistics is preferred.
• Commercial flooring experience is a plus.

What Success Looks Like

Materials arrive correctly and on time, ready for installation. Samples move promptly, approvals are actively pursued, orders are placed before deadlines, and delivery commitments are verified. The project team can see what is outstanding, what happens next, and which issues need attention.

Elevation Flooring is a commercial flooring contractor founded in 2017 and headquartered in Baltimore, MD. We partner with the nation’s leading general contractors to deliver precision flooring solutions across data centers, corporate interiors, healthcare, and federal projects.
We operate across the Baltimore/DC corridor and are actively expanding into other States and other growth markets. Our team is lean, performance-driven, and built on a culture of accountability and ownership. We move fast and we need people who can move with us.

Company Description

Elevation Flooring is a commercial flooring contractor founded in 2017 and headquartered in Baltimore, MD. We partner with the nation’s leading general contractors to deliver precision flooring solutions across data centers, corporate interiors, healthcare, and federal projects.\r\nWe operate across the Baltimore/DC corridor and are actively expanding into other States and other growth markets. Our team is lean, performance-driven, and built on a culture of accountability and ownership. We move fast and we need people who can move with us.