Service Purchase Order Coordinator

Job Responsibilities

• Generate purchase orders for vendors and/or subcontractors to procure labor and/or equipment needed for service-related work.
• Determine the appropriate vendor or subcontractor based on job requirements, pricing, and availability.
• Enter and maintain purchase orders in Sage and ServiceTrade, ensuring information in both systems is accurate and consistent.
• Create the PO line in ServiceTrade Job Items for every purchase order issued.
• Communicate order details, quantities, and expected delivery or completion dates to vendors and subcontractors.
• Chase and follow up on outstanding purchase orders with vendors and subcontractors to confirm status, delays, or discrepancies.
• Maintain organized, auditable records of all purchase orders issued.
• Avoid maintaining a high Vendor Hold list by resolving PO-entry and order-confirmation issues promptly.
• Assist in identifying recurring vendor or pricing issues and recommend process improvements.
• Inform the requesting Service Sales Representative, Assistant Superintendent, or Technician once a purchase order has been generated and entered in each system as required.
• Communicate with vendors and subcontractors to confirm order acceptance, pricing, and delivery or completion timelines.
• Notify the appropriate Service Coordinator or Superintendent promptly of any delays, backorders, or issues that may affect receiving or job completion.
• Hand off confirmed purchase order details to the Service Coordinator or Superintendent, who is responsible for receiving materials, confirming completed labor, and attaching the pick ticket to the job for billing.

Skills And Competencies

• Excellent written and verbal communication skills
• Detail oriented with excellent organizational skills
• Ability to effectively utilize computers and software including Microsoft Office Suite, ServiceTrade, Sage Intacct, and other software required by the Company
• Ability to maintain accurate and auditable records
• Ability to work in a fast-paced service team environment
• Attention to detail with emphasis on accuracy and quality
• Strong follow-up skills to chase open purchase orders through to confirmation