Purchasing Administrator

About Us As a $100M+ full-service commercial air conditioning company, Hill York provides design build solutions, new construction, system maintenance, service, repairs, energy solutions and installation for a wide range of heating, cooling and ventilation systems. Since designing and installing the first air conditioning systems in Miami Beach hotels after World War II, Hill York has played a key role in leading Florida facilities such as condos, offices and university buildings to new plateaus of indoor comfort and energy efficiency. We are a growing company with four locations in the State of Florida. Hill York seeks talented performers and offers a challenging and rewarding work environment that emphasizes teamwork, results, and most importantly honesty and integrity. We value our employees and are committed to attracting highly skilled, talented individuals to join our strong, family-oriented workforce and to help us build on our success. Job Summary Hill York seeks a Purchasing Administrator who is responsible for the sourcing of parts and equipment for our HVAC operation. This includes identifying parts/equipment needed, processing of purchase requests, sourcing parts, ordering from vendors, inputting and tracking the purchase order information into our ERP system, and following up on the status of orders. This individual will work closely with Customer Service, Warehouse, Accounts Payable, our field personnel, vendors, and subcontractors. This role depends on an ability to communicate effectively across multiple platforms. If you are an organized self-starter who can multi-task in a fast-paced environment and enjoys working collaboratively, then this is the position for you. This is a full-time work-in-office role. We believe in teamwork and collaboration. If you desire to join a team that enjoys working together, solving problems, and winning - this is the role for you! Essential Duties & Responsibilities * Coordinate the procurement of HVAC parts, equipment, and materials based on operational needs. * Procure materials, equipment, rental items, subcontractor services, etc. * Identify and source necessary parts by obtaining quotes to fill requirements. * Collaborate with other departments to properly investigate and source parts. * Research and negotiate pricing with suppliers. * Assist in sourcing and qualifying new vendors. * Track order status, follow up with vendors, ensure timely delivery. * Monitor items that have not been received and communicate and resolve with the warehouse. * Ensure orders are met and satisfied in a timely manner. * Work with sales, technicians, vendors and subcontractors regularly. * Build and maintain strong, professional relationships with co-workers and vendors. * Interact and liaise with Hill York employees and vendors for all things related to purchase orders. * Exchange documentation with vendors such as credit applications, COI's and W-9's to assist with creation of new vendors. * Assist with vendor rebate process including, but not limited to, obtaining supporting vendor documentation, validating items and values and reporting properly. * Review and process purchase requisitions. * Ensure proper approvals are received and documented prior to order. * Input purchase orders into our system timely and accurately. * Review and close purchase orders as needed. * Ensure any PCard transactions have proper supporting documentation and are submitted timely and accurately. * Assist in invoice discrepancy resolution. * Provide outstanding customer service to both internal and external customers. * Provide routine administrative support. * Support business with other projects/items as needed, including, but, not limited to, reporting, P-Card management, item master updates/creations, reporting, investigation, special projects, and ensuring accurate approval documentation, among other items. * Contribute to continuous improvement by identifying inefficiencies and proposing solutions. * Take the initiative to solve problems and learn from others. * Take ownership of role and ensure tasks are followed through to completion. * Demonstrate a strong sense of urgency, ensuring tasks are completed promptly and efficiently to support field operations. * Act as a backup for other team members. * Foster a positive and collaborative work environment. #hillyork #LI-SD2 #LI-TM1 #LI-Onsite Qualifications * Ability to work in office daily to collaborate closely with team members. * High school diploma or equivalent. * Minimum of two years of relevant experience. * A positive attitude with a collaborative mindset. * Ability to think critically and solve problems independently. * Comfortable working in a fast-past, team-oriented environment. * Excellent communication, negotiation, and interpersonal skills. * Understanding of process and internal controls around the purchasing function. * Ability to analyze and process high volume of requisitions/purchase orders. * Strong desire for continuous improvement. * Intermediate experience with Microsoft Office Suite; eg. Excel v-lookups. * Working knowledge of ERP systems. * HVAC knowledge is preferred but not required * Ability to work in a cooperative manner with co-workers, vendors, and clients. Equal Opportunity Employer As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Affirmative Action Policy Please review our Affirmative Action Policy. Notice to Prospective Employees Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.