Purchasing and Inventory Coordinator

Job Title: Purchasing & Inventory Coordinator

Reports To: Controller

Compensation: $50,000 – $65,000 Annually, Depending on Experience (DOE)

Position Summary

The Purchasing & Inventory Coordinator is responsible for the procurement, inventory management, and material coordination functions for The Frazier Company’s HVAC, Plumbing, New Construction, and Replacement departments. This position ensures that our project teams have the equipment, materials, and supplies necessary to maintain productivity and meet customer expectations.

The Purchasing & Inventory Coordinator works closely with vendors, manufacturers, warehouse personnel, project managers, field supervisors, and accounting to maintain optimal inventory levels, monitor material costs, improve purchasing efficiencies, and support daily operations. This role requires strong organizational skills, attention to detail, analytical thinking, and the ability to manage multiple priorities in a fast-paced environment.

The Purchasing & Inventory Coordinator serves as a professional representative of The Frazier Company and contributes to the company’s operational success through effective inventory management and cost-control practices.

Essential Duties and Responsibilities: include, but are not limited to:

Purchasing & Material Management

• Procure HVAC, plumbing, and related materials, equipment, tools, and supplies required for daily operations.
• Develop and maintain positive working relationships with coworkers, suppliers, manufacturers, and distributors.
• Monitor vendor pricing, availability, and lead times to ensure cost-effective purchasing.
• Create and process purchase orders accurately and in a timely manner.
• Coordinate material deliveries to job sites, warehouse locations, and company facilities.
• Resolve supplier discrepancies, shortages, backorders, and invoicing issues.
• Maintain accurate purchasing records and documentation.

Inventory Control

• Manage inventory levels to ensure adequate stock while minimizing excess inventory and carrying costs.
• Maintain accurate inventory records within company software systems.
• Conduct regular inventory cycle counts and annual physical inventory audits.
• Monitor inventory turnover and identify obsolete, slow-moving, or excess inventory.
• Track and account for material usage across departments and projects.
• Implement and maintain inventory control procedures and best practices.
• Lead company-wide physical inventory counts twice annually.

Operations Support

• Coordinate material requirements with HVAC and Plumbing’s replacement, and New Construction departments.
• Assist project managers, field supervisors, and technicians in sourcing materials and equipment.
• Monitor warranty claims, returns, and manufacturer credits from initiation through resolution.
• Maintain records of equipment registrations, warranties, and product documentation.
• Assist construction foreman with scheduling inspections with local municipalities as needed.
• Check red tag issues and coordinate with construction foreman as needed.
• Assist construction foreman with daily updating of installer job statuses.
• Verify company vehicle registration records and coordinate annual renewals and documentation with controller.
• Keep track of employee licensing and records with controller.

Administrative Responsibilities

• Maintain purchasing files, vendor records, pricing schedules, and inventory documentation.
• Generate reports related to purchasing activity, inventory levels, usage trends, and cost analysis.
• Collaborate with accounting regarding invoices, purchase orders, credits, and inventory reconciliation.
• Respond promptly to vendor, employee, and management inquiries.
• Participate in company meetings, training programs, and continuous improvement initiatives.
• Follow up on open orders, deliveries, returns, and warranty claims through phone, email, and vendor portals.

Skills and Abilities Required

• Exceptional organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Strong analytical and problem-solving abilities.
• Proficient in inventory management and purchasing processes.
• Ability to prioritize multiple tasks and meet deadlines.
• Self-motivated with the ability to work independently.
• Strong computer skills, including Microsoft Office applications
• Ability to build positive working relationships with coworkers, vendors, and customers.
• Understanding of HVAC and plumbing products, materials, and equipment preferred.
• Ability to work effectively in a fast-paced, team-oriented environment.

Minimum Qualifications

• High school diploma or GED required.
• Associate degree in Business, Supply Chain Management, Operations, or related field preferred.
• Minimum of 2–5 years of purchasing, inventory control, warehouse management, or related experience.
• Experience within the HVAC, plumbing, construction, or mechanical contracting industry preferred.
• Proficiency with Microsoft Office applications, particularly Excel.
• Experience utilizing purchasing, inventory, or accounting software preferred.
• Valid driver’s license with acceptable driving record.

Physical Demands and Working Conditions

• Primarily works in an office and warehouse environment.
• Regular use of computers, phones, and office equipment.
• Frequent walking throughout warehouse and facility areas.
• Ability to lift and carry materials weighing up to 30 pounds.
• Ability to bend, reach, stoop, and perform inventory counting activities.
• Occasional travel to vendor locations, job sites, or company facilities may be required.

Performance Expectations

Success in this role will be measured by:

• Inventory accuracy and accountability.
• Material availability and fulfillment rates.
• Reduction of inventory shortages and overstock situations.
• Purchasing accuracy and efficiency.
• Timely processing of purchase orders and material deliveries.
• Cost control and inventory management effectiveness.
• Effective support of field operations and project schedules.
• Warehouse organization and inventory audit performance.