Purchasing Administrator

About the Role

As a Purchasing Administrator, you will be the backbone of our purchasing and administrative functions on site, ensuring materials, equipment, and services are sourced and received on time and on budget. You will own day-to-day purchasing activities, support accounts receivable processes, and coordinate on-site and team events. You will work closely with Operations, Maintenance, Finance, and site leadership to maintain accurate records, strengthen vendor relationships, and deliver a professional, well-run administrative experience across the facility.

What You'll Do

• Purchasing
  • Create, process, and track purchase orders for materials, equipment, supplies, and services
  • Source and evaluate suppliers, request quotes, and support competitive bidding and negotiation
  • Maintain vendor records, pricing agreements, and preferred-supplier lists
  • Coordinate deliveries, resolve discrepancies, and expedite critical or backordered items
  • Verify received goods against purchase orders and packing slips, and reconcile invoices
  • Monitor inventory levels and reorder points in coordination with Operations and Maintenance
  • Maintain accurate purchasing documentation and records for audit and compliance purposes
  • Identify opportunities to reduce cost, consolidate spend, and improve procurement efficiency
• Accounts Receivable
  • Generate, issue, and track customer invoices accurately and on schedule
  • Monitor accounts receivable aging and follow up on outstanding or past-due balances
  • Apply payments, reconcile accounts, and resolve billing discrepancies
  • Maintain organized AR records and support month-end close and reporting activities
  • Coordinate with Finance and customers to ensure timely and accurate collections
  • Support documentation for audits, controls, and internal reporting
• Event Planning
  • Plan and coordinate on-site and team events, meetings, and employee functions
  • Manage event logistics including venues, catering, vendors, supplies, and scheduling
  • Track event budgets and process related purchase orders and invoices
  • Coordinate travel, accommodations, and site-visit logistics as needed
  • Serve as the point of contact for vendors and internal stakeholders on event details
  • Support internal communications and materials related to company events
• Administrative Support
  • Maintain purchasing, receivable, and event records within company systems
  • Prepare reports, spreadsheets, and correspondence for leadership and Finance
  • Support general office administration and cross-functional coordination as needed

What We're Looking For

• High school diploma or equivalent required; associate or bachelor's degree in Business, Accounting, Supply Chain, or a related field preferred
• 2–5+ years of experience in purchasing, procurement, accounts receivable, or administrative coordination
• Experience with purchase orders, invoicing, and vendor management
• Familiarity with ERP, accounting, or purchasing software (NetSuite) preferred
• Strong proficiency in Microsoft Office, especially Excel and Outlook
• Excellent organizational, communication, and multitasking skills with strong attention to detail
• Ability to manage competing priorities and deadlines in a fast-paced environment
• Event or meeting coordination experience is a strong plus
• Ability to work independently and collaboratively with minimal supervision

Work Environment

Office and industrial plant environment supporting an active energy infrastructure facility. This role is primarily on-site in Pecos, Texas. Adherence to company safety and administrative standards is required.