Purchasing Specialist / Project Manager

Job Description

Job Description

Position Summary

We are seeking a detail-oriented and highly organized Purchasing Specialist / Project Manager to support customer account activities including quoting, purchasing, project management. This role will serve as a key point of coordination between the sales team, the engineering team, vendors and customers.

The ideal candidate is proactive, organized, customer-focused, and comfortable managing multiple priorities and deadlines in a fast-paced environment.

This job is not a remote position.

Key Responsibilities

Sales Quote Management

• Manage and maintain vendor deal registrations , including submitting registrations, tracking status, and coordinating approvals with vendors and the internal sales team.
• Prepare accurate and timely sales quotes based on customer requirements and vendor pricing.
• Review quotes for accuracy, margins, terms, quantities, and delivery requirements.
• Track quotes through the sales process and assist with revisions as customer requirements change.
• Manage customer support and maintenance renewals , ensuring renewal opportunities are identified and addressed before expiration.

Purchasing Management

• Coordinate purchasing activities to ensure products and services are ordered accurately and delivered according to project requirements.
• Monitor vendor commitments, pricing changes, and order status.
• Manage and process customer purchase orders (POs) from receipt through fulfillment.
• Review POs for accuracy and ensure they align with approved quotes, pricing, quantities, and terms.
• Coordinate with purchasing, vendors, accounting, and sales teams to ensure orders are processed correctly.
• Track order status, backorders, shipments, and delivery timelines.
• Resolve discrepancies between customer POs, quotes, vendor orders, and invoices.

Project Management

• Manage the receiving of equipment when it arrives at the office.
• Coordinate install dates with customer and install teams.
• Manage equipment preparation for installs

General Responsibilities

• Serve as a liaison between sales, customers, vendors, purchasing, accounting, and operations.
• Maintain accurate information within Salesforce.
• Generate reports and provide updates on quotes, orders, renewals, deal registrations, and project status.
• Continuously identify opportunities to improve purchasing and sales operations processes.
• Perform other related duties as assigned.

Qualifications

• 3+ years of experience in purchasing, sales operations, project coordination, customer service, or a related role.
• Experience with Salesforce CPQ quoting systems is preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, orders, quotes, and deadlines simultaneously.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to analyze pricing, quotes, purchase orders, and vendor information.
• Strong problem-solving skills and a proactive approach to resolving issues.

Key Attributes

The successful candidate will be:

• Highly organized and able to manage competing priorities.
• Detail-oriented with a strong focus on accuracy.
• Proactive in identifying issues and following up on outstanding items.
• Customer-focused and committed to providing responsive service.
• Collaborative and comfortable working across multiple departments.
• Accountable for deadlines, documentation, and follow-through.
• Adaptable in a fast-paced and changing business environment.

What Success Looks Like

Success in this role means ensuring that vendor registrations, sales quotes, customer renewals, purchase orders, and projects move smoothly from initiation through completion. The Purchasing Specialist / Project Manager will help create an efficient, organized process that supports the sales team, strengthens vendor relationships, and provides customers with accurate and timely service.

Compensation.  

Salary range:  $50 - $60k depending on experience and technical skills 

401k 

Health Insurance