Purchasing & Receiving Coordinator
Related titles: Purchasing & Inventory Coordinator, Materials Coordinator, Purchasing Agent
Hours: Part-time, onsite — approximately 20 hours per week, Monday–Friday 9am - 1pm
ROLE CONTEXT
Red House aim to be New England’s leader in high-end residential design and construction. Achieving that vision depends on something unglamorous but integral: the high end fixtures and finishes our designs are made of arriving complete, correct, undamaged, and on the day the schedule needs them.
The Purchasing & Receiving Coordinator is the link between Design, Estimating, and Production. Where the Estimator owns project cost and Design owns vendor pricing, this role owns the path a selection travels from order to jobsite, and is accountable for the five R’s of purchasing: right quantity, right quality, right price, right place, right time.
This role protects and advances our company core values of Clarity — accurate records that let anyone see where a selection stands; Trust — vendors, designers, and field staff who can rely on what this seat tells them; and Care — the attention that keeps a client’s cabinetry from arriving scratched, short, or late.
MAIN RESPONSIBILITY
The Purchasing & Receiving Coordinator is accountable for the accurate procurement, receipt, storage, and delivery of project selections. This is an execution role — it does not set project budgets, negotiate vendor terms, or make selection decisions; those remain with the Estimator, Lead Designer, and Project Manager. It is trusted to order correctly against approved selections, catch discrepancies before they reach a jobsite, maintain an organized and accurate warehouse, and exercise first-line judgment about what to resolve and what to escalate.
Excellence looks like this: nothing reaches a jobsite late, short, or wrong; the selections sheet communicates status without anyone having to ask; and Production never loses a day waiting on material.
CORE ACCOUNTABILITIES
- Purchasing Accuracy
- Receiving & Quality Control
- Warehouse & Inventory Management
- Jobsite Delivery & Logistics
- Procurement Documentation & Vendor Records
- Selections Bill Management
KEY RESPONSIBILITIES
1. Purchasing Accuracy
- Serve as the primary point of contact for the purchasing, receiving, and distribution of project selections — including but not limited to windows, doors, cabinetry, fixtures, hardware, and finishes.
- Verify selection completeness, accuracy, and availability with the Lead Designer and Estimator before placing an order.
- Create accurate purchase orders and bills so that committed costs align with the project budget.
- Track lead times and flag long-lead items to the Estimator and Project Manager early enough to protect the schedule.
- Escalate pricing variances, substitutions, and scope questions to the Estimator rather than resolving them independently.
2. Receiving & Quality Control
- Receive and check in all incoming material against the purchase order and the approved selection.
- Perform quality-control inspection at delivery: correct item, correct quantity, no damage, complete hardware and components.
- Document discrepancies immediately and drive claims, returns, and replacements to resolution with the vendor.
- Confirm receipt status in the shared selections log the same day material arrives.
3. Warehouse & Inventory Management
- Maintain a clean, safe, and accurately inventoried warehouse of high-end finishes.
- Stage material by project so that a delivery can be pulled without a search.
- Maintain inventory records for stored selections and reconcile physical inventory against the log on a defined cadence.
- Operate a pallet jack and hand truck safely; keep aisles, racking, and staging areas clear.
4. Jobsite Delivery & Logistics
- Deliver selection packages to jobsites in a Red House vehicle according to Production’s schedule.
- Coordinate delivery timing with the Project Manager and Lead Carpenter so material arrives when the site is ready to receive it.
- Perform quality-control checks and maintain an inventory of selections held on each jobsite.
- Operate the company vehicle safely and maintain a clean driving record.
5. Procurement Documentation & Vendor Records
- Document selection status at each step of the procurement process in the shared spreadsheet.
- Maintain a log of warranty, replacement and missed purchases
- Maintain trade account relationships with Red House vendors courteously and professionally.
- Keep vendor contact, account, and pricing documentation current and accessible to the Design team.
6. Selections Bill Management
- Generate purchase orders and bills matching the amount and scope of purchased goods to streamline bookkeeping.
- Process credit bills for returned items.
PERFORMANCE STANDARDS
- No jobsite delivery arrives late, short, incorrect, or damaged without prior notice to the Project Manager.
- Selection status consistently updated in the shared sheet at all times, with receipt confirmed the day material arrives.
- Purchase orders written accurately against approved selections, with committed cost matching the project budget — or the variance flagged to the Estimator before the order is placed.
- Damage, shortage, and substitution claims opened with the vendor within one business day of receipt and driven to resolution.
- Warehouse maintained in a clean, organized, safe, and accurately inventoried condition at all times.
- Long-lead and backordered items identified and communicated early enough to the Design and Production teams for the schedule to absorb them.
- Company vehicle maintained as needed and operated safely; clean driving record maintained.
REQUIRED LEADERSHIP & BEHAVIORAL COMPETENCIES
Self (universal):
- Instills Trust — Handles the company vehicle, tools, inventory, and trade accounts with integrity. Tells others about the damaged crate before they find it.
- Demonstrates Self-Awareness — Takes correction on a miscoded order without defensiveness; knows the edge of their own authority.
- Being Resilient — Stays composed and accurate when three deliveries, a damaged shipment, and a jobsite call land in the same morning.