Installation Purchasing Coordinator
4 weeks ago
At Allen Industries Inc, we are seeking a highly organized and detail-oriented Purchasing Assistant to join our Installation Department. This role provides administrative support to ensure the timely delivery and installation of products as per customer requirements.
Key Responsibilities:
- Receive and process Purchase Orders (POs) from Install Coordinators, ensuring accurate and timely issuance to sub-contractors.
- Collaborate with Install Coordinators to review scopes of work, verifying clear instructions prior to PO issuance.
- Manage and maintain records of signed POs, invoices, and other relevant documents.
- Revised or cancel POs as needed, in accordance with Coordinator requests.
- Process and apply costs from sub-contractor invoices for monthly billing.
- Work closely with Coordinators to maintain positive margin levels, addressing extra costs as needed.
- Assist Coordinators in obtaining completion information, photos, and invoices.
- Track short payments and facilitate invoice/account holds due to job site issues.
- Review and confirm closeout packages for completed projects, ensuring all work is complete and accounted for.
- Set up new sub-contractors in our database and verify their credentials and insurance.
- Request and maintain Certificates of Insurance (COIs) from sub-contractors as required.
- Produce and maintain reports on Open Purchase Orders and Vouched Invoices not Received.
- Support research for the Installation margin report, as needed.
- Train, coach, and mentor staff to improve knowledge and address process-related questions and issues.
- Adhere to safety procedures and regulations, reporting any safety-related issues to management.
Requirements:
- High school diploma or equivalent required.
- Administrative experience in production, purchase orders, billing, and related areas.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and database software.
Work Environment:
This role is based in a professional office and manufacturing environment, with regular use of standard office equipment. The noise level can be loud, and hearing protection and safety eyewear are required.
Physical Demands:
This role requires standing, walking, sitting, and performing tasks that involve fingering, grasping, talking, and hearing. The physical demands are representative of those required to perform the essential functions of this job.
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