Purchasing Coordinator

The Purchasing Coordinator provides administrative and transactional support across the Purchasing function and the teams it serves. This role supports construction, special projects, manufacturing, and other operational needs through accurate data entry, supplier follow-up, subcontract administration, reporting, order tracking, expediting, and document control. The position works within established processes and approvals, escalating pricing, scope, supplier, schedule, compliance, and contract exceptions to the appropriate Purchasing Specialist. The role does not independently select suppliers, negotiate terms, approve substitutions, make award decisions, or authorize commitments.

Who we are:

At ColonialWebb, we are deeply committed to our people, our culture, and the continued growth of our business. As a full-service MEP (Mechanical, Electrical, and Plumbing) contractor, we pride ourselves on the quality and expertise of our teams, who work across a diverse range of specialties, including New Construction, Mechanical Service, Industrial Refrigeration, and Manufacturing. For over 50 years, we've been dedicated to delivering comprehensive solutions and unmatched service to our commercial customers, earning a reputation as a trusted contractor in the industry.

Perks of joining ColonialWebb:

• Competitive salary of $50,000 - $55,000
• Career development and progression
• 401(k) plan with company match
• PTO and paid holidays
• Excellent medical, dental, life, vision and disability benefits
• Employee Assistance Program
• Employee referral incentives

A day in the life:

• Provide subcontract administrative support by reviewing request packages for completeness, preparing documents from approved templates, coordinating vendor review, tracking status, and facilitating execution after required approvals; process authorized revisions and change orders; maintain required backup, naming, routing, and records; track insurance certificates, trade-specific attachments, and project flow-down requirements; and escalate missing or nonstandard items.
• Provide administrative and transactional Purchasing support for construction, special projects, manufacturing, third-party welding, and other operational needs.
• Review purchasing requests for required job, supplier, item, quantity, pricing, delivery, and supporting information; follow up on incomplete or inconsistent requests before entering approved purchase orders, releases, acknowledgements, and confirmations in designated systems.
• Enter usage orders and related supplier-order data for active-job pre-buy, lump-sum, and bulk purchase orders to keep material usage and pricing trackers accurate and current.
• Expedite supplier submittals requested by Purchasing Specialists; track receipt and approval status, follow up on outstanding documents, distribute submittals to designated contacts, and distinguish supplier-submitted documents from technically approved submittals.
• Organize and maintain purchasing project folders as jobs commence, ensuring quotes, purchase orders, acknowledgements, submittals, delivery records, correspondence, subcontract documents, and supporting records are promptly saved and properly named.
• Expedite orders by obtaining acknowledgements, promised ship dates, backorder status, shipment details, and delivery updates; document and follow up on responses; and escalate missed dates, shortages, substitutions, quantity or price changes, damaged shipments, and issues requiring purchasing judgment or supplier negotiation.
• Support urgent material needs by contacting approved suppliers and, when directed, approved alternates to identify availability, lead times, and delivery options when an awarded supplier cannot meet material or schedule requirements.
• Support manufacturing, third-party welding, and other one-off material needs by coordinating RFQ and availability requests, entering approved orders, tracking materials and supplier commitments, following up on deliveries, and communicating open-item status.•
• Compile recurring national and departmental purchasing reports; validate and reconcile data, maintain supporting records, distribute approved reports, follow up on missing inputs, and escalate data-quality issues.
• Collect supplier information and required forms and route supplier setup, update, compliance, and approval requests.
• Assist with routine purchase-order and invoice research by locating records, confirming available information, and routing discrepancies to the appropriate owner.
• Maintain purchasing checklists, templates, work instructions, and shared reference files; identify opportunities to standardize and improve repeatable administrative processes.
• Provide general administrative support to Purchasing leadership and the department, including scheduling meetings, coordinating supplier meetings and departmental events, preparing meeting materials, managing calendars and communications, and completing other assigned administrative duties.
• Protect confidential supplier, project, pricing, contracts, and company information and follow established approval, retention, and access requirements.

You should have:

• High school diploma or equivalent required; associate degree in Business Administration, Supply Chain, Accounting, Construction Administration, or related field preferred.
• Two or more years of experience in an administrative, coordinator, document-control, project-support, customer-service, or operations-support role.
• Purchasing experience is not required; the ability to learn purchasing terminology, systems, and documented workflows is essential.
• Demonstrated ability to stay organized, manage multiple competing priorities, build productive working relationships with internal stakeholders and suppliers, and maintain accuracy, responsiveness, and consistent follow-through.
• Clear written and verbal communication skills, including concise status updates and professional follow-up.
• Proficiency with standard office, spreadsheet, reporting, and business systems.
• Ability to follow documented processes and approval paths and escalate exceptions.

Preferred:

• Experience supporting purchasing, contracts, construction administration, manufacturing, project coordination, accounts payable, logistics, or supplier-related workflows.
• Experience using enterprise purchasing, order-tracking, reporting, electronic document execution, or document management systems.•
• Experience compiling recurring reports, maintaining logs, coordinating document reviews and signatures, expediting orders, or managing controlled documents.
• Familiarity with construction, mechanical contracting, industrial services, manufacturing, or project-based work environments.