Purchasing & Fleet Coordinator

Job Description

Job Description

Purchasing & Fleet Coordinator

Location: Houston/Spring, TX
Department: Purchasing
Reports To: Purchasing Manager
Employment Type: Full-Time

Founded in 1985, Electra Link, Inc. is a leading provider of structured cabling, audiovisual, security, and technology infrastructure solutions throughout Texas. Our teams support projects ranging from individual network installations to complex commercial, industrial, data center, and audiovisual systems.

We are seeking a highly organized and detail-oriented Purchasing & Fleet Coordinator to join our team. This position will primarily support purchasing activities for our Audio Visual (AV) operations while also assisting with company fleet, inventory, vendor, and administrative functions.

This is an excellent opportunity for someone with AV or low-voltage product knowledge who wants to develop broader experience in purchasing, vendor management, fleet operations, and departmental processes.

• Coordinate purchasing of AV materials, equipment, and supplies for projects across the company.

• Review purchase requests to confirm product specifications, quantities, project information, required delivery dates, and appropriate approvals.

• Prepare and issue purchase orders in accordance with company purchasing procedures.

• Obtain and compare vendor pricing, product availability, lead times, freight, warranty terms, and other purchasing considerations.

• Work closely with AV Project Managers and operations personnel to confirm material requirements.

• Assist with identifying acceptable product substitutions when requested materials are unavailable.

• Track open purchase orders, backorders, lead times, shipping status, and delivery dates.

• Follow up with vendors regarding delayed or time-sensitive materials.

• Communicate potential material delays or purchasing issues to the appropriate team members.

• Verify received materials against purchase orders and assist in resolving shortages, incorrect shipments, damaged materials, or billing discrepancies.

• Coordinate vendor returns, exchanges, credits, and warranty claims.

• Maintain accurate purchasing records and supporting documentation.

• Develop and maintain professional working relationships with manufacturers, distributors, suppliers, and other vendors.

• Request and evaluate vendor quotes.

• Support the Purchasing Manager with vendor negotiations and pricing discussions.

• Maintain current vendor contacts, pricing, purchasing terms, and related documentation.

• Monitor vendor performance, including pricing, responsiveness, product quality, delivery, and service.

• Research alternate suppliers or product options when appropriate.

• Identify opportunities to consolidate purchases, reduce unnecessary costs, and improve purchasing efficiency.

• Provide administrative support for routine company fleet activities.

• Maintain accurate vehicle, driver, insurance, cost center, title, registration, and related fleet records.

• Track vehicle maintenance and repair documentation.

• Assist with administration of fuel cards, toll accounts/tags, GPS systems, and related expenses.

• Assist with vehicle additions, transfers, replacements, and disposals.

• Maintain documentation associated with vehicle incidents and insurance claims as directed.

• Monitor upcoming registrations, scheduled maintenance, inspections, and other fleet-related deadlines.

• Assist with inventory documentation, cycle counts, organization, and reconciliation.

• Verify available inventory before purchasing additional materials when appropriate.

• Track materials issued, returned, transferred, or returned to vendors.

• Assist with identifying shortages, excess inventory, obsolete materials, and discrepancies.

• Coordinate material availability with project and operations teams.

• Provide limited backup assistance with warehouse activities when needed.

• Verify invoices and receiving documentation against purchase orders before submitting items for payment.

• Work with Accounting to research invoice discrepancies, credits, freight charges, duplicate billing, or missing documentation.

• Ensure purchases are assigned to the appropriate project, department, GL account, or cost center.

• Maintain organized electronic records for purchasing, fleet, inventory, and vendor transactions.

• Assist with purchasing, vendor-spend, inventory, and fleet-cost reports.

• Learn and follow Electra Link's purchasing procedures, accounting structure, GL accounts, and cost centers.

• High school diploma or equivalent required.

• 2 - 4 years of experience in purchasing, procurement, inventory, fleet administration, construction operations, or a related function preferred.

• Working knowledge of AV, low-voltage, electrical, technology, or related products required.

• Previous purchasing experience within the AV, low-voltage, electrical, construction, or technology industries strongly preferred.

• Strong organizational skills with the ability to manage multiple priorities and time-sensitive requests.

• Strong attention to detail with the ability to identify purchasing, order, invoice, and inventory discrepancies.

• Strong written and verbal communication skills.

• Ability to develop effective working relationships with vendors and internal departments.

• Intermediate to advanced Microsoft Excel skills.

• Comfortable learning purchasing, fleet, accounting, and internal business systems.

• Ability to work independently after receiving direction while knowing when issues should be escalated.

• Strong judgment, accountability, and problem-solving skills.

• Interest in developing broader knowledge of purchasing, vendor management, fleet operations, and departmental processes.

During the first year, the successful candidate will develop a strong understanding of Electra Link's purchasing procedures, AV purchasing needs, vendors, internal systems, GL accounts, cost centers, inventory processes, and fleet administration requirements.

As experience and competency grow, this position may be given increased responsibility for purchasing categories, vendor relationships, cost analysis, operational projects, and department processes.

Electra Link offers a competitive benefits package for eligible full-time employees, including:

• Medical, dental, and vision insurance
• 401(k) retirement plan with company contribution
• Employee Stock Ownership Plan (ESOP) eligibility
• Paid time off
• Paid company holidays
• Company-paid and voluntary benefit options
• Employee Assistance Program (EAP)
• Training and professional development opportunities
• Opportunities for continued growth and advancement within the company

Benefit eligibility and plan terms are subject to the applicable plan documents and company policies.

Electra Link, Inc. is an Equal Opportunity Employer.

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