Purchasing Coordinator

Position Summary

The Purchasing Coordinator is responsible for coordinating, placing, and tracking all material, hardware, and supply orders. This role ensures materials arrive on time, meet quality standards, and support efficient production schedules.

When purchasing workload is lighter, the position provides hands-on support in the shop, assisting with inventory management, receiving, staging, and other production-related tasks to ensure smooth operations.

This hybrid role is designed to improve purchasing accuracy, reduce shipping costs through combined orders, and strengthen communication between purchasing, vendors, and the production team.

Key Responsibilities

1. Purchasing & Procurement

• Coordinate and place purchase orders for all materials, hardware, sheet goods, finishes, and supplies for both companies.
• Consolidate orders to leverage bulk purchasing and reduce shipping costs.
• Maintain accurate and up-to-date vendor pricing, lead times, and material catalogs.
• Track and follow up on all open orders to ensure timely delivery.
• Communicate order status to Shop Director, Production Scheduler, and Install Teams.
• Compare vendor quotes and negotiate pricing when possible.
• Ensure purchase orders match invoices and report discrepancies.
• Maintain digital PO and material record-keeping systems.
• Manage warranty, RMA, and return processes with vendors.

2. Inventory & Material Management

• Assist with weekly cycle counts and maintain accurate inventory levels.
• Monitor shop stock levels (hardware, consumables, adhesives, fasteners, laminate, etc.).
• Recommend re-order points and material stocking levels.
• Maintain organized storage areas and logical material layout.

3. Receiving & Quality Control

• Receive and inspect incoming materials for accuracy and quality.
• Compare shipments against purchase orders and packing lists.
• Document damaged or missing items and communicate with vendors.
• Label, stage, and distribute materials to appropriate departments or job packages.

4. Production Support

• Assist the shop with light tasks such as:
• Material prep
• Shop organization
• Kitting/staging job materials
• Tool and supply restocking
• Assisting during bottlenecks or rush periods
• Support the Shop Director in operational tasks to keep workflow efficient.

Role Requirements

Skills & Experience

• 2+ years purchasing experience.
• Computer skills, including a solid knowledge in Word, Excel & Outlook.
• Experience in inventory management and analytics.
• Ability to follow existing processes and develop new ones if necessary.
• Experience in purchasing, supply chain, or inventory control (cabinet/closet manufacturing a strong plus).
• Strong organizational and follow-up skills.
• Comfortable working with vendors, negotiating pricing, and tracking multiple orders.
• Ability to read job plans / cut lists (or willingness to learn).
• Proficient in basic computer tools (email, spreadsheets, order entry systems).
• Physical / Shop Requirements
• Ability to lift 30-50lbs occasionally.
• Comfortable in a shop environment with materials and machinery present.
• Soft Skills
• Detail-oriented with a strong sense of ownership.
• Effective communicator between vendors, shop staff, and management.
• Can balance desk work with hands-on tasks in the shop.
• Works well in a fast-paced production environment.

Performance Goals

• Work directly with Director of Operations Manager to execute on buying strategy.
• Use QuickBooks to create P.O.s.
• Understands and manage budgets.
• Verify timely receipt and accuracy of vendor acknowledgments.
• Track inventory, communicating delays in orders to mitigate business impact.
• Work with wider management team (Sales, Office, Clients and Finance) to ensure proper communication and achievement of strategic objectives.
• Manage receiving of parts, special orders and maintain inventory of stock items.
• Complete documents for Accounting Department.
• Hold vendors responsible for charging correct prices.
• Update CRM system with updates from purchasing and receiving.
• Maintaining/updating cost of goods.

Performance Goals

• Over time, this role should help achieve:
• Reduced shipping and purchasing costs through combined ordering
• Fewer production delays due to material shortages
• Improved vendor relationships and pricing consistency
• A more organized and predictable material flow
• Less burden on designers/PMs for purchasing tasks
• Support for shop operations when purchasing workload is low

Benefits

• Health, dental and vision insurance
• Paid Holidays
• Sick and Vacation pay
• 401(k) Plan
• Life, Disability and Accident Insurance
• Health Savings and Flexible Spending Accounts
• Full-time, year-round work
• Training and skill development