Installation Purchasing Coordinator

5 days ago

Greensboro, North Carolina, United States Allen Industries Inc Full time
Job Summary

The Installation Purchasing Assistant position at Allen Industries Inc provides administrative support to the Installation Department to ensure the delivery and installation of products meet customer requirements.

Key Responsibilities
  1. Process Purchase Orders (POs) from Install Coordinators and issue them to subcontractors.
  2. Review scopes of work with Install Coordinators to verify clear instructions before sending POs to subcontractors.
  3. Manage and post all signed POs.
  4. Revised or cancel POs as needed per Coordinator's request.
  5. Receive and process invoices from subcontractors and Coordinators, applying costs accordingly for monthly billing.
  6. Collaborate with Coordinators to maintain a positive margin level when extra costs are involved.
  7. Assist Coordinators in obtaining completion information, photos, and invoices.
  8. Track short payments and facilitate invoice/account holds due to issues on the job site.
  9. Review closeout packages on completed projects, confirming permits, invoices, and verifying all work is complete.
  10. Set up new subcontractors in the database.
  11. Verify subcontractor credentials and insurance to ensure Allen certification.
  12. Request Allen's Certificate of Insurance (COI) from the insurance company when required.
  13. Produce and maintain Open Purchase Orders and Vouched Invoices Not Received reports.
  14. Assist with research for the Install margin report each month as needed.
  15. Train, coach, and mentor staff to improve knowledge and aid with questions and problems related to processes.
  16. Ensure adherence to safety procedures, including driving policy, production area safety requirements, and fire safety.
  17. Perform other duties as assigned.
Requirements
  1. Ability to prioritize tasks and handle multiple issues simultaneously.
  2. Customer/Client Focus.
  3. Organized, detail-oriented, and results-driven.
  4. Strong analytical and problem-solving skills with the ability to exercise sound judgment and make good decisions.
  5. Excellent customer support skills.
  6. Ability to maintain a professional demeanor at all times.
  7. Strong sense of urgency to complete tasks in a timely manner.
  8. Excellent interpersonal, oral, and written communication skills.
  9. Ability to work independently with minimal supervision.
  10. Ability to work in a fast-paced, high-volume environment.
  11. Time management.
  12. Computer proficiency, including Microsoft Office Suite (Outlook, Word, Excel) and database software.
  13. Ethical conduct.
  14. Ability to understand architecture and construction drawings.
  15. Flexibility.
  16. Confidentiality.
Work Environment

The Installation Purchasing Assistant will work in a professional office and manufacturing environment. This role requires frequent use of standard office equipment, such as computers, phones, photocopiers, filing cabinets, and fax machines. The employee may be exposed to fumes or airborne particles, moving mechanical parts, and vibration. The noise level in the work environment can be loud, and the use of hearing protection and safety eyewear is required.

Physical Demands
  1. Standing.
  2. Walking.
  3. Sitting.
  4. Fingering.
  5. Grasping.
  6. Talking.
  7. Hearing.
  8. Light work.
  9. Visual Acuity.
  10. Reaching.
Position Type/Expected Hours of Work

This is a full-time, 40-hour per week position with overtime as required.

Travel

No travel is required.

Educational Requirements
  1. High school diploma or GED.
Knowledge Requirements
  1. Administrative experience in working with production, purchase orders, billing, and more.
  2. Proficient with common PC-based software (Microsoft Excel, Word, Outlook, etc.).

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