Essential Duties and Responsibilities

• Receive and process purchasing requests from service technicians, dispatchers, and service management.
• Source parts, materials, equipment, and supplies for HVAC, plumbing, electrical, and other mechanical service work, as applicable.
• Obtain vendor quotes and compare pricing, availability, delivery schedules, and shipping costs.
• Prepare and issue purchase orders within established purchasing procedures and approval limits.
• Confirm part numbers, quantities, specifications, and job information before placing orders.
• Coordinate deliveries, pickups, and shipments to support scheduled and emergency service needs.
• Track open orders, backorders, and delivery status; communicate delays and available alternatives to the service team.
• Work with technicians and vendors to identify compatible replacement parts, obtaining technical approval when needed.
• Verify that purchases are assigned to the correct service ticket, job number, department, or inventory account.
• Review purchase orders, packing slips, and vendor invoices for accuracy and assist accounting with resolving discrepancies.
• Coordinate returns, exchanges, warranty claims, and vendor credits.
• Assist with monitoring inventory levels, replenishing frequently used items, and maintaining accurate inventory records.
• Maintain organized purchasing records and current vendor information.
• Build productive vendor relationships and identify opportunities to improve pricing and service.
• Follow company purchasing, safety, and financial control procedures.
• Perform other related duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Strong organizational skills and attention to detail
• Ability to prioritize multiple requests in a fast-paced service environment.
• Effective written and verbal communication skills.
• Basic math skills and the ability to compare prices, quantities, and costs accurately.
• Proficiency with Microsoft Office, including Outlook and Excel, and the ability to learn purchasing and service management software.
• Ability to work independently and collaborate with technicians, vendors, and office staff.

Preferred

• One to three years of experience in purchasing, inventory, parts coordination, or administrative support.
• Experience in the HVAC, plumbing, electrical, mechanical contracting, or commercial service industry.
• Familiarity with purchase orders, job costing, invoice reconciliation, and inventory systems.
• Working knowledge of mechanical service parts, materials, and equipment.

Physical Requirements and Work Environment

• Work is primarily performed in an office, with occasional time in warehouse or parts storage areas.
• Frequently use a computer, telephone, and standard office equipment.
• Occasionally stand, walk, bend, and reach to inspect or organize parts and supplies.
• Occasionally lift or move parts and supplies weighing up to 25 pounds, with assistance or appropriate equipment as needed.
• Perform the essential functions of the position with or without reasonable accommodation.

Work Schedule

• Monday thru Friday.  
• Occasional overtime or schedule adjustments may be needed to support urgent service requests and business needs.

This job description outlines the primary responsibilities of the position and may be updated as business needs change.