Purchasing coordinator Jobs in USA

Purchasing Coordinator

Hays Electrical Services is a nationally recognized electrical contractor delivering high-quality, safe, and reliable electrical solutions across commercial, industrial, and specialty markets. Licensed in multiple states and trusted by leading general contractors, Hays is built on a foundation of safety, excellence, drive, communication, and client focus. Our mission is simple: to make ourselves indispensable to our customers. We achieve this by investing in our people, continuously improving our processes, and delivering results that set the standard in the electrical contracting industry.

Position Summary

The Purchasing Coordinator provides operational and administrative support to the Purchasing team by coordinating purchase order processing, supplier communications, material tracking, documentation, and procurement system activities. This role works closely with Buyers, project teams, warehouses, suppliers, and internal stakeholders to help ensure purchasing transactions are accurate, timely, and aligned with project requirements and company procedures. The position serves as an entry-level development role within Purchasing and provides exposure to the complete purchase-to-delivery process.

Key Responsibilities

• Review purchase requisitions for completeness, appropriate approvals, job and cost coding, quantities, required dates, and supporting documentation.
• Prepare and process purchase orders for standard materials, tools, equipment, consumables, rentals, and services as assigned by Buyers or the Purchasing Manager.
• Enter and maintain accurate purchasing information in Kojo, Vista, and other applicable procurement or ERP systems.
• Process purchase order revisions, administrative changes, and supporting documentation in accordance with company procedures and approval requirements.
• Obtain supplier order acknowledgements and verify pricing, quantities, lead times, shipping terms, and delivery dates against purchase orders.
• Track open orders, scheduled deliveries, backorders, and shipment status; communicate routine updates to Buyers, project teams, warehouses, fabrication teams, and field personnel.
• Follow up with suppliers regarding outstanding acknowledgements, shipping information, proof of delivery, credits, returns, and other routine order documentation.
• Assist Buyers with expediting standard materials and escalate delivery risks, shortages, pricing discrepancies, and supplier issues promptly.
• Coordinate delivery details with suppliers, warehouses, fabrication teams, jobsites, and project personnel.
• Maintain complete and accurate purchasing records, electronic files, pricing documentation, order tracking logs, and supplier communications.
• Assist with purchase order and invoice research, including pricing, quantity, receiving, and documentation discrepancies, to support timely invoice resolution and three-way match compliance.
• Support material returns, replacement orders, supplier credits, and warranty documentation as directed.
• Prepare routine purchasing reports, open-order reports, delivery status updates, and tracking information for the Purchasing team and internal stakeholders.
• Monitor purchasing queues and workflow assignments, communicating items requiring Buyer or management attention.
• Maintain compliance with company purchasing policies, approval workflows, documentation standards, and procurement system requirements.
• Provide responsive service to internal customers while maintaining clear and professional communication with suppliers.
• Develop knowledge of electrical materials, manufacturer product lines, construction purchasing practices, and project procurement requirements.
• Identify opportunities to improve purchasing processes, data quality, reporting, and administrative efficiency.
• Perform other duties as needed to support projects, operations, and the department.

Key Performance Indicators (KPIs)

• Purchase order processing accuracy and turnaround time
• Supplier acknowledgement completion and timeliness
• Open-order and delivery status accuracy
• Purchasing system data integrity and documentation completeness
• Timely escalation of delivery, pricing, and order issues
• Invoice and purchase order research turnaround time
• Compliance with purchasing workflows and approval requirements
• Internal customer service and responsiveness

Qualifications & Skills

Required

• High school diploma or equivalent required.
• Strong organizational and administrative skills with a high level of attention to detail and accuracy.
• Ability to manage multiple priorities, follow established processes, and meet deadlines in a fast-paced environment.
• Effective written and verbal communication skills with the ability to provide responsive service to internal and external stakeholders.
• Demonstrated problem-solving skills and the ability to recognize when an issue requires escalation.
• Ability to work independently while collaborating effectively with Buyers, project teams, suppliers, warehouses, and other departments.
• Proficiency in Microsoft Office, particularly Outlook, Excel, and Word.

Preferred

• Associate or bachelor's degree in Business, Supply Chain Management, Construction Management, or a related field preferred.
• One (1) to three (3) years of purchasing, procurement, order administration, construction, distribution, or related administrative experience preferred. An equivalent combination of education, training, and relevant experience will be considered.
• Experience with Kojo, Vista, or similar purchasing, procurement, and ERP platforms.
• Interest in developing knowledge of electrical materials, construction operations, purchasing processes, and supply chain practices.

Work Environment & Physical Requirements

This is primarily an office-based role. The employee is regularly required to remain in a stationary position over 75% of the time, constantly operate a computer and other office productivity machinery (such as copy machines or printers), and communicate frequently with internal and external contacts to exchange accurate information. The employee is occasionally required to move about inside the office to access file cabinets or office machinery and handle up to 20 pounds. Must be able to detect, determine, distinguish, inspect, assess, and adjust focus.

Why Join Hays Electrical Services?

At Hays Electrical Services, you're joining a team that values professionalism, accountability, and growth. As part of our Supply Chain organization, you'll play a hands-on role in supporting the purchasing activities that keep our projects moving and contribute to the company's continued success.

Benefits Include:

• Competitive salary based on experience
• Comprehensive health, dental, and vision insurance
• Generous paid time off and company holidays
• Opportunities for professional growth and development in a supportive, fast-paced environment

Hays Electrical Services, Inc., is an Equal Opportunity Employer and does not discriminate based on any status protected by applicable law. This job description is not intended to be all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice.