Service Purchase Order Coordinator

Service Purchase Order Coordinator

Job Summary:

The Service Purchase Order Coordinator is responsible for the timely and accurate creation of purchase orders to vendors and/or subcontractors for the labor and/or equipment needed to complete service-related work. This role plays a key part in the operational support of the Service Department by generating purchase orders and chasing them through to confirmation, keeping order information accurate in both Sage and ServiceTrade. Receiving of materials, confirming completion of subcontracted labor, and attaching the pick ticket to the job for billing are handled by the Service Coordinators and Superintendents, not this role.

This position requires strong attention to detail, organizational skills, and the ability to prioritize multiple purchase orders across branches in a fast-paced environment. The ideal candidate will have experience with vendor and subcontractor coordination and procurement or purchasing processes, along with proficiency in relevant software platforms. Effective communication with vendors, subcontractors, Service Coordinators, and Superintendents is essential to ensure orders are placed accurately and move forward without delay.

Job Responsibilities include but are not limited to:

• Generate purchase orders for vendors and/or subcontractors to procure labor and/or equipment needed for service-related work.
• Determine the appropriate vendor or subcontractor based on job requirements, pricing, and availability.
• Enter and maintain purchase orders in Sage and ServiceTrade, ensuring information in both systems is accurate and consistent.
• Attach a copy of each purchase order to the corresponding ServiceTrade job.
• Create the PO line in ServiceTrade Job Items for every purchase order issued.
• Communicate order details, quantities, and expected delivery or completion dates to vendors and subcontractors.
• Chase and follow up on outstanding purchase orders with vendors and subcontractors to confirm status, delays, or discrepancies.
• Keep the Vendor Hold list at a minimum by resolving PO-entry and order-confirmation issues promptly.
• Maintain organized, auditable records of all purchase orders issued.
• Assist in identifying recurring vendor or pricing issues and recommend process improvements.

Communication Responsibilities:

• Inform the requesting Service Sales Representative, Assistant Superintendent, or Technician once a purchase order has been generated and entered in each system as required.
• Communicate with vendors and subcontractors to confirm order acceptance, pricing, and delivery or completion timelines.
• Notify the appropriate Service Coordinator or Superintendent promptly of any delays, backorders, or issues that may affect receiving or job completion.
• Hand off confirmed purchase order details to the Service Coordinator or Superintendent, who is responsible for receiving materials, confirming completed labor, and attaching the pick ticket to the job for billing.

Knowledge:

• High school diploma is required
• Bachelor's Degree is preferred

Work Experience:

• Purchasing, Procurement, or Vendor/Subcontractor Coordination Experience
• General Administrative Experience
• Service Contract or Master Service Agreement Experience

Skills and Competencies:

• Excellent written and verbal communication skills
• Ability to follow verbal and written instructions
• Detail oriented with excellent organizational skills
• Ability to effectively utilize computers and software including Microsoft Office Suite
• ServiceTrade, Sage Intacct, and other software required by the Company
• Ability to maintain accurate and auditable records
• Ability to work in a fast-paced service team environment
• Attention to detail with emphasis on accuracy and quality
• Ability to prioritize work to balance multiple projects, vendors, and deadlines
• Strong follow-up skills to chase open purchase orders through to confirmation