Operations & Purchasing Coordinator (ID# 664)

Operations & Purchasing Coordinator

Location: Houston, TX
Type: Full-Time | Onsite, Monday–Friday

Position Overview

We are seeking a highly organized, detail-oriented Operations & Purchasing Coordinator to support the day-to-day operations of our office while coordinating key purchasing, procurement, vendor, and administrative activities.

This is a combined operations and purchasing role, bringing together office operations coordination with hands-on procurement support. The position works closely with Sales, Quoting, Operations, Service, and Warehouse teams to keep purchasing activities, vendor communications, office needs, licensing, and internal processes running efficiently.

The ideal candidate is proactive, dependable, highly organized, and comfortable managing multiple priorities in a fast-paced environment. This individual will play an important role in maintaining operational efficiency while ensuring products, licenses, vendor quotes, and purchases are accurate, timely, and properly documented.

Key Responsibilities

Office & Operations Coordination

• Support the day-to-day coordination of office operations and administrative needs

• Help ensure internal operational processes remain organized, efficient, and responsive

• Coordinate communication and follow-up between Operations, Sales, Service, Quoting, and Warehouse teams

• Maintain kitchen, office, and general workplace supply levels

• Coordinate employee travel arrangements, including flights, hotels, and other travel needs

• Assist with operational documentation, recordkeeping, and administrative projects

• Track outstanding operational items and follow up with appropriate team members to ensure timely completion

• Help identify opportunities to improve administrative and operational processes

• Provide additional operational support as business needs arise

Purchasing & Vendor Coordination

• Source products and confirm pricing, availability, and technical compatibility

• Create and coordinate purchasing activities based on internal requirements

• Communicate with vendors regarding product availability, pricing, lead times, and order status

• Track order ETAs and expedite purchases when required

• Manage vendor deal registrations and purchasing portals

• Initiate, coordinate, and track RMAs, returns, and vendor credits

• Maintain organized purchasing documentation and vendor records

• Follow up with vendors to resolve purchasing, delivery, pricing, or order discrepancies

Sales & Quoting Support

• Partner closely with Sales and Quoting teams to support active opportunities

• Request, validate, and track vendor quotes for accuracy and completeness

• Ensure vendor quotes provided to Sales are current, unexpired, and compliant with vendor terms

• Proactively follow up with vendors to refresh expired or expiring quotes

• Maintain organized records of vendor quotes and pricing history

• Communicate changes in pricing, availability, and lead times to appropriate internal teams

Licensing & Financial Accuracy

• Conduct weekly invoice audits to ensure accuracy and completeness

• Verify pricing and purchasing information against vendor documentation

• Ensure software and product licenses are delivered, assigned, and properly applied to client hardware

• Track and manage internal software license usage, including Microsoft, Adobe, Bluebeam, and other platforms

• Troubleshoot vendor portal, licensing, and entitlement issues

• Assist with resolving invoice, credit, pricing, and purchasing discrepancies

Cross-Functional Collaboration

• Work closely with Service, Operations, Sales, Quoting, and Warehouse teams to support order fulfillment and delivery

• Provide timely updates regarding pricing, availability, purchasing status, and lead times

• Coordinate across departments to resolve purchasing and operational issues

• Maintain clear documentation and communication to support efficient workflow and accountability

Required Qualifications

• 5+ years of experience in purchasing, procurement, office operations, operations coordination, or a related role

• Bachelor's degree in Supply Chain, Business Administration, Operations Management, or a related field preferred

• Experience supporting purchasing, sales, quoting, or vendor-facing business functions

• Strong organizational skills with the ability to coordinate multiple priorities simultaneously

• Strong vendor communication and relationship-management skills

• High attention to detail and commitment to documentation and pricing accuracy

• Experience working with CRM, ticketing, purchasing, or business management systems

• Proficiency with Microsoft Office

• Ability to adapt quickly to changing priorities and business needs

• Strong follow-through, problem-solving, and communication skills

• Demonstrated ability to handle confidential and sensitive information responsibly

• High degree of reliability, accountability, and ownership of assigned responsibilities

• Ability to work effectively both independently and as part of a cross-functional team

• Ability to lift up to 50 lbs. as needed to provide backup support for receiving or office operations

Preferred Qualifications

• Experience working in a technology, IT services, VAR, MSP, distribution, or similar environment

• Experience working with technology vendors, distributors, licensing portals, or deal-registration systems

• Familiarity with software licensing and subscription management

• Experience coordinating purchasing activities from quote through delivery