Purchasing Coordinator

Description Order Processing & Client Communication Place orders and enter details into QuickBooks and internal tracking systems. Process credit card payments and send receipts to clients. Send shipping and tracking information once the orders ship. Send delivery confirmation emails once materials are delivered. Request balance-due payments for made-to-order materials prior to shipment and process final payments. Keep clients updated on job status, including estimated lead times and ship dates. Vendor Coordination Send purchase orders to vendors and enter vendor POs into QuickBooks. Request order and shipping updates from vendors. Financial & Reporting Enter all payments into Cash Flow. Update and maintain the Current Jobs spreadsheet with order details, freight costs, and job status. Maintain sales numbers daily, monthly, and quarterly. Review, calculate, and approve freight costs for the sales team using freight worksheets. Enter freight bills into QuickBooks and the Current Jobs spreadsheet. Job Tracking & Organization Maintain accurate records of all open jobs. Track job progress and provide timely updates to internal teams and clients. Ensure all information is accurately recorded in spreadsheets and accounting systems. Compensation & Benefits Benefits: Medical, Dental, Vision, Supplemental, Employer-paid term life, 7 paid holidays plus Christmas Week paid. Bonus Opportunity: Eligible for company performance bonuses after a 90-day review Requirements Strong organizational and time-management skills. Excellent attention to detail and accuracy in data entry and reporting. Strong communication and customer service skills. Proficiency in QuickBooks, Microsoft Office Suite, and spreadsheet management. Ability to manage multiple priorities and deadlines in a fast-paced environment. Professional appearance in accordance with our business casual dress code. Proactive approach to problem-solving. Education and Experience High school diploma required; Associate’s degree in Business or related field preferred. Previous experience in order processing, project coordination, or bookkeeping/accounting support is highly desirable. Physical Requirements Prolonged periods of sitting at a desk and working on a computer.