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Purchasing Order Administrator

2 months ago

Texas, United States Polk Mechanical Full time

Job Overview:

  • Responsible for generating and managing purchase orders within the procurement system, responding to requests from technicians and management based on approved customer quotations, including those from suppliers and subcontractors.
  • Ensure accurate linkage of purchase orders to relevant work orders, projects, or indirect costs.
  • Provide timely and precise communication of purchase order numbers to employees, suppliers, and subcontractors.
  • Verify the accuracy of order specifics, including quantities, pricing, and delivery timelines.
  • Issue purchase orders detailing terms and conditions, quantities, pricing, and delivery schedules to suppliers and subcontractors.

Vendor Coordination:

  • Engage with vendors to confirm order specifics, delivery timelines, and any unique requirements.
  • Address and resolve any issues or discrepancies related to purchase orders with vendors.

Order Tracking and Management:

  • Oversee the status of open purchase orders to guarantee timely delivery of goods and services.
  • Maintain accurate records of purchase orders within the procurement system.
  • Ensure prompt resolution of purchase orders alongside related supplier or subcontractor accounts payable invoices, including necessary supporting documentation.

Documentation and Compliance:

  • Ensure all purchase orders adhere to company policies and procedures.
  • Maintain organized and comprehensive documentation for all purchase orders, including confirmations, invoices, and delivery receipts.

Invoice Reconciliation:

  • Collaborate with the finance department to address outstanding supplier or subcontractor invoices.
  • Resolve discrepancies between purchase orders and accounts payable invoices promptly.

Reporting and Analysis:

  • Generate reports detailing purchase order status, vendor performance, and other procurement metrics.
  • Analyze data to identify trends, potential issues, and opportunities for enhancing the procurement process.

Stakeholder Communication:

  • Collaborate closely with internal stakeholders, including finance, technicians, project managers, billing, and other operational teams, to ensure alignment on needs and priorities.
  • Provide regular updates on the status of purchase orders and any potential delays or issues.

Continuous Improvement:

  • Identify and recommend enhancements to improve the efficiency and effectiveness of the purchase order process.
  • Participate in training and development initiatives to remain current with industry best practices and procurement technologies.

Qualifications:

  • Education: Bachelor's degree in Business Administration, Supply Chain Management, or related experience preferred.
  • Experience: Previous experience in procurement, supply chain, or a related field is preferred. Familiarity with procurement software and ERP systems is advantageous.
  • Skills: Strong attention to detail and accuracy, excellent organizational and time management abilities, effective communication and interpersonal skills, proficiency in Microsoft Office Suite (Excel, Word, Outlook), and the ability to work independently as well as part of a team.

Working Conditions:

  • Office environment with occasional remote work opportunities.
  • May require occasional travel to vendor sites or company locations.

Physical Requirements:

  • Ability to sit for extended periods and perform computer-based tasks.