Purchasing and AP Coordinator

About the role

Responsible for coordinating purchasing operations, accounts payable support, warranty resolution, and inventory-related processes for the company. This role manages Purchase Order creation and reconciliation, supports invoicing and vendor communications, oversees warranty claims and credit recovery efforts, and works cross-functionally with field technicians, project managers, dispatch, vendors, and Accounts Payable to improve operational efficiency and accuracy.

Responsibilities

• Purchase Order Management: Create and manage Purchase Orders for service, project, and inventory needs; Provide PO numbers to technicians, project managers, and office staff; Update POs using packing slips, invoices, and field documentation; Ensure accurate PO documentation and system entry.
• Credit Card and Purchasing Support: Create and maintain company credit card Purchase Orders; Provide payment information to approved suppliers; Ensure receipts and supporting documentation are submitted accurately; Resolve purchasing discrepancies related to credit card activity and vendor billing.
• Accounts Payable Coordination: Resolve PO and invoicing discrepancies with Accounts Payable; Review and complete purchasing receipts before AP processing; Verify invoice numbers, dates, pricing, and net amounts for accuracy; Support process improvements between Purchasing and AP operations.
• Warranty and Vendor Resolution: Reconcile warranty purchases, returns, and vendor credits; Submit and monitor warranty claims with vendors and manufacturers; Follow up on pending credits, disputes, and return authorizations; Resolve delayed or denied warranty claims with vendors; Maintain warranty documentation and communication records; Escalate unresolved vendor issues when necessary.
• Inventory and Operational Support: Maintain item numbers, including creating, editing, and inactivating items; Manage truck assignments and inventory transfers within BuildOps; Assist with truck and warehouse inventory counts; Support dispatch operations and resolve purchasing-related issues.

Qualifications

• Education & Experience: 2 years experience in purchasing or accounts payable (within the construction or mechanical industry a plus!); Track record of being organized, efficient, and able to manage a high number of requisitions; Advanced computer skills in MS Office; Experience with BuildOps a plus.