Purchasing Coordinator

Description:

Order Processing & Client Communication

• Place orders and enter details into QuickBooks and internal tracking systems.
• Process credit card payments and send receipts to clients.
• Send shipping and tracking information once the orders ship.
• Send delivery confirmation emails once materials are delivered.
• Request balance-due payments for made-to-order materials prior to shipment and process final payments.
• Keep clients updated on job status, including estimated lead times and ship dates.

Vendor Coordination

• Send purchase orders to vendors and enter vendor POs into QuickBooks.
• Request order and shipping updates from vendors.

Financial & Reporting

• Enter all payments into Cash Flow.
• Update and maintain the Current Jobs spreadsheet with order details, freight costs, and job status.
• Maintain sales numbers daily, monthly, and quarterly.
• Review, calculate, and approve freight costs for the sales team using freight worksheets.
• Enter freight bills into QuickBooks and the Current Jobs spreadsheet.

Job Tracking & Organization

• Maintain accurate records of all open jobs.
• Track job progress and provide timely updates to internal teams and clients.
• Ensure all information is accurately recorded in spreadsheets and accounting systems.

Compensation & Benefits

• Benefits: Medical, Dental, Vision, Supplemental, Employer-paid term life, 7 paid holidays plus Christmas Week paid.
• Bonus Opportunity: Eligible for company performance bonuses after a 90-day review

Requirements:

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy in data entry and reporting.
• Strong communication and customer service skills.
• Proficiency in QuickBooks, Microsoft Office Suite, and spreadsheet management.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Professional appearance in accordance with our business casual dress code.
• Proactive approach to problem-solving.

Education and Experience

• High school diploma required; Associate’s degree in Business or related field preferred.
• Previous experience in order processing, project coordination, or bookkeeping/accounting support is highly desirable.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.