Purchasing & Receiving Coordinator

Part-time, on-site role — approximately 20 hours per week, Monday–Friday 9am - 1pm.

About the role

Red House aims 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.

Responsibilities

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.

• 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
• 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
• 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
• 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
• 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
• 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
• Role-relevant:
  • Ensures Accountability — Acts with a clear sense of ownership over the order end-to-end; a claim opened is a claim driven to resolution without being chased
  • Optimizes Work Processes — Keeps a physical warehouse and a digital log telling the same story on a repeatable cadence
  • Collaborates — Partners with vendors, designers, estimators, and field staff; represents Red House's interests while being fair to the vendor

Core values Care, Clarity, and Trust are non-negotiable throughout.

Requirements

• 3+ years of experience in residential design/construction and/or inventory, purchasing, or receiving
• Familiarity with high-end architectural finishes
• Clear communication skills in person and over the telephone
• Meticulous proofreading and quality-control practices
• Decisive problem-solving and exceptional organizational habits
• Proficiency with spreadsheets, Buildertrend, and Google Workspace; comfort using AI tools to increase capacity
• Proficiency with a pallet jack and hand truck
• Ability to routinely lift and carry loads up to 50 pounds
• Valid driver’s license with a clean driving record

Benefits

• Hourly rate: $24 – $30/hour, commensurate with experience
• 401(k) Retirement Plan: Eligible on the first quarterly entry date following six months of continuous service; includes the company Safe Harbor match
• Profit Sharing: Eligible for Red House’s company-wide Gross Profit Share Plan after six months of continuous employment, calculated on regular hours worked, longevity, and company profitability goals
• Professional Development Fund: Eligible for approved courses and training up to an annual allowance equivalent to one week of pay
• Provided for business use: company vehicle during business hours, computer
• Culture & perks: modern Providence design studio, company-sponsored lunch on Tuesdays, dog-friendly workspace, and espresso bar

Please note: Per company policy, part-time positions (under 30 hours per week) are not eligible for group health/dental insurance, accrued PTO, or paid company holidays.

Work Environment & Physical Demands

Part-time, onsite role based at Red House’s Providence studio and warehouse with regular travel to active jobsites. Approximately 20 hours per week, Monday through Friday. Estimated allotment of time: 40% at a desk, 30% in the warehouse, 30% delivering to jobsites. Physical demands include routine lifting and carrying of loads up to 50 pounds; frequent standing, walking, bending, and reaching; safe operation of a pallet jack and hand truck; operation of a company vehicle; and navigation of active construction sites in varying weather and site conditions.