Project Purchasing Coordinator

Job Description: Project Purchasing Coordinator

This position is based in Miamisburg, Ohio. Candidates who live within approximately 45 minutes to 1 hour driving distance of the office are expected to work onsite Monday through Thursday, with Friday designated as a flexible workday. Candidates located outside this commuting range are required to work onsite one day per week.

Company: GoKeyless
Location: Miamisburg, OH
Reports To: Sales Operations Manager
Department: GoKeyless Build
Employment Type: Full-Time
Date Modified: May 2026


About GoKeyless
At GoKeyless, we're revolutionizing access solutions, connecting people with technology to ensure safety, security, and convenience. As a Value Added Reseller (VAR), we bridge multiple brands and products - offering both standalone solutions and integrated systems for multi-family and commercial properties. We're driven by a commitment to a positive and compassionate workplace, rooted in honesty and integrity, with a focus on simplicity in processes, a pioneering spirit, and, above all, customer satisfaction and success.


For the Project Purchasing Coordinator, this means owning the procurement and order operations of GoKeyless Build - quotes, POs, revisions, item cost integrity, and the sales operations execution support that keeps the Build team moving.


Job Overview
The Project Purchasing Coordinator (PPC) owns procurement and order operations for GoKeyless Build. Reporting to the Sales Operations Manager, this role manages the full pre-PO quote cycle, places and revises purchase orders, supports sales order revisions, maintains NetSuite item cost and procurement data integrity, and provides narrowly-scoped sales operations execution support to the Build team.


This is a high-coordination, high-accuracy role at the intersection of Build (sales scope), Finance (procure-to-pay), and Care (project delivery). The work spans pre-PO RFQ management, PO and SO change orders, item cost maintenance against standards set by the Pricing Analyst, vendor coordination at the operational level, and sales operations support including quote-build assistance. Take-offs are a developmental responsibility with a 6 to 12 month ramp.


The seat explicitly excludes independent quote authority, pricing decisions, and SOM gate calls - those remain with the Sales Operations Manager and Pricing Analyst. The PPC executes within the framework those roles set.


Key Responsibilities
Manage the Pre-PO Quote Cycle

• Run vendor RFQs on active Build deals against AE/SOM-driven opportunities - request quotes, follow up, and document outcomes.
• Source and document vendor quotes - confirm program-tier pricing, project registration discounts, and any partner-specific eligibility before proposing costs.
• Maintain quote-to-PO traceability - every PO is linked back to its source quote so cost variance is attributable and auditable.
• Surface vendor-side patterns to the Sales Operations Manager - recurring quote delays, pricing drift, or program-tier exceptions worth attention.

Own Hardware Purchase Orders and Order Revisions

• Place hardware purchase orders for Project Sales - accurate SKUs, quantities, configurations, terms, and vendor part numbers against the approved SOW.
• Own PO revisions, change orders, and vendor-side adjustments - every change documented, approved, and reconciled against the original quote.
• Support SO revisions tied to scope or material changes - sales order edits processed cleanly with full data integrity and downstream coordination.
• Manage vendor coordination at the operational level - confirmation, expediting, exception handling, and order fulfillment.
• Resolve vendor exceptions efficiently - backorders, substitutions, shipping discrepancies, and quality issues with a clear paper trail.

Maintain NetSuite Item Cost and Procurement Data Integrity

• Maintain item cost data proactively per standards set by the Pricing Analyst - not just post-project reconciliation.
• Maintain vendor master data accuracy - terms, contacts, lead times, and compliance documentation.
• Reconcile quoted costs to actual costs post-project - feed variance data to the Pricing Analyst for variance analysis.
• Support 3-way match (PO / receipt / invoice) coordination with the Warehouse Operations Manager on receiving and the AP Specialist on invoice processing.
• Maintain audit-ready procurement records - POs, vendor confirmations, receipts, and invoice matching documentation.

Provide Sales Operations Execution Support

• Provide quote-build assistance - item lookups, vendor data, and configuration validation in support of AE, SAE, BDM, and TDR quote work.
• Support take-offs as a developmental capability - willingness to learn; assists on take-offs as capacity allows over a 6 to 12 month ramp.
• Excludes: independent quote authority, pricing decisions, and SOM gate calls - those remain with the Sales Operations Manager and Pricing Analyst.

Own Project Procurement Timelines and Cross-Pillar Coordination

• Own the procurement timeline for every Project Sale - receipt confirmed before installation date, no exceptions.
• Coordinate with the Customer Operations Manager and Project Manager on procurement-affected schedules - flag delays in time to adjust installation timelines.
• Coordinate with the Warehouse Operations Manager on receiving - confirmed receipt is a Build → Care intake gate input.
• Coordinate with manufacturer partner operations teams - dormakaba, Allegion, ASSA ABLOY, RemoteLock, and others - on order-level execution.

Qualifications

Must-Haves:

• 2+ years in procurement, purchasing, buyer, or order management roles - demonstrated ability to execute high-volume PO processing accurately in a project-based environment.
• Hands-on experience with vendor RFQ management - sourcing quotes, documenting, and tracking quote-to-PO traceability.
• Working knowledge of vendor management, terms negotiation, and procure-to-pay flow.
• Strong attention to detail - PO accuracy, item cost integrity, and 3-way match discipline are non-negotiable.
• Proficiency with NetSuite or comparable ERP for purchasing and procurement; strong Excel skills.
• AI fluency: Demonstrated experience using AI tools to improve productivity, vendor research, and procurement workflows. Genuine curiosity about emerging AI capabilities and a commitment to continuously expanding their application in daily workflows.

Preferred:

• Experience in the security access, hardware, or commercial building solutions industry.
• Background in a VAR, distribution, or project-based fulfillment environment.
• Familiarity with manufacturer partner programs (dormakaba, Allegion, ASSA ABLOY, RemoteLock) at the operational level.
• Exposure to take-off work or willingness to learn over a 6 to 12 month ramp.

Education

• Associate's or Bachelor's degree in Business, Supply Chain, or a related field preferred; or equivalent experience demonstrating proficiency in procurement and vendor coordination.

Attributes

• Detail-oriented - Treats every PO, SO revision, and item cost record as a control point; accuracy is the standard, not the goal.
• Dependable - Consistently delivers accurate, on-time procurement work - projects are counting on the receipt date.
• Proactive - Anticipates supply issues, vendor delays, and exceptions; flags risks early rather than reacting late.
• Cross-functional - Coordinates effectively with Sales Operations, Pricing Analyst, Warehouse Operations Manager, AP Specialist, and Customer Operations Manager.
• Vendor-savvy - Builds professional working relationships with manufacturer operations teams - clear communication, fair expectations, mutual respect.
• AI-forward - Actively embraces AI as a tool for competitive advantage. Doesn't wait to be told - proactively identifies opportunities to apply it within the function.

Why Join GoKeyless?

• Impact - Your accuracy, coordination, and quote-cycle discipline directly determine whether Build closes profitable projects and Care receives them on time.
• Growth - Build a foundation across procurement, vendor management, and sales operations - with developmental ramp into take-offs over time.
• Team - Work closely with the Sales Operations Manager and a high-performing Build team where your operations discipline is visible and valued.
• Benefits - Competitive salary, comprehensive health and 401k plans, recognition programs, and opportunities for career growth within the organization.

Pay Range: $50,000 - $60,000 per year