Purchasing Coordinator

Job Description

Job Description

Purchasing Coordinator - Fleet Parts & Fabrication Supplies

Position Summary

The Purchasing Coordinator supports Fleet, Warehouse, Fabrication, and other assigned divisions by sourcing and purchasing parts, materials, tools, and supplies. This position obtains competitive quotes, confirms required approvals, processes orders, coordinates receiving and returns, and ensures invoices and credits are documented accurately. The role requires strong attention to detail, timely communication, vendor follow-up, and the ability to respond quickly to emergency purchasing needs.

Duties & Responsibilities

1. Purchasing & Order Processing

• Process approved orders accurately and confirm the appropriate department contact has authorized each purchase before placing it.
• Obtain at least three competitive quotes when practical and compare price, quality, availability, delivery time, warranty, and vendor terms.
• Obtain required approval or purchase commitment for Warehouse purchases; Fleet and Fabrication purchases do not require a commitment unless directed.

1. 
   Invoices & Purchasing Records

• Provide every invoice and receipt to the Fleet Assistant, including purchases made by cash, credit card, purchase order, or Net 30 account.
• Match invoices to the correct order, vendor, department, project, work order, and asset number and resolve discrepancies promptly.
• Maintain accurate purchasing records and coordinate with Accounting and department contacts to support timely payment.

1. Parts Returns & Credits

• Return unused, incorrect, damaged, or defective parts and supplies to the appropriate vendor within the allowed return period.
• Coordinate returns with the Fleet Assistant and provide the original invoice, return authorization, shipping information, and supporting documentation.
• Track outstanding returns and follow up with vendors and Accounting until each refund or credit is issued, applied, and documented.

1. Receiving & Work Order Support

• Notify the appropriate team chat when parts arrive and include the related asset number, work order, project, or department.
• Assist with receiving, inspecting, labeling, and routing packages when the Fleet Assistant needs assistance or is unavailable.
• Help prepare preventive-maintenance filter and parts pull-outs and create work orders when the Fleet Assistant needs assistance or is unavailable.

1. Vendor & Inventory Coordination

• Maintain professional relationships with approved vendors and identify reliable sources for commonly used and emergency items.
• Confirm part numbers, equipment compatibility, quantities, specifications, availability, and delivery information before ordering.
• Coordinate urgent purchases, pickups, and deliveries and communicate order status or delays to the appropriate contacts.

1. Compliance & General Responsibilities

• Follow company purchasing procedures, approval limits, vendor requirements, and recordkeeping standards.
• Protect company information and promptly report billing errors, duplicate charges, unauthorized purchases, vendor concerns, or conflicts of interest.
• Maintain an organized work area and assist Fleet, Warehouse, and Fabrication personnel as operational needs require.
• Perform other related duties reasonably assigned by the Fleet Manager.

Requirements & Qualifications

• High school diploma or GED is required; additional education in purchasing, supply chain, business, automotive technology, or a related field is preferred.
• At least two years of purchasing, parts, fleet, warehouse, fabrication, automotive, heavy-equipment, or construction experience is preferred; related parts knowledge is strongly preferred.
• Ability to obtain and compare quotes, verify part numbers and specifications, maintain accurate records, and follow purchasing approvals.
• Strong organizational, communication, follow-up, problem-solving, basic math, computer, spreadsheet, inventory, and work-order system skills.
• Valid driver's license with an acceptable driving record is required when driving is assigned.
• Ability to work in person, manage multiple priorities, and respond promptly to urgent purchasing needs.

Benefits

• 401(k) with company matching
• Health, dental, and vision insurance
• Paid time off
• Work location: In person
• Benefits are subject to applicable eligibility requirements, plan terms, and company policies.