Purchasing Coordinator

SUMMARY We fabricate and install countertops, shower surrounds, tubs and accessories. We provide the best quality service to our customers, offering a wide variety of products such as granite, quartz, acrylic solid surface, and cultured marble. The purchasing coordinator position is a non-supervisory position that oversees the coordination administration of purchasing procurement. The position is a strategic leadership role responsible for overseeing the procurement process of purchasing, material planning and inventory management activities to ensure a seamless flow of high-quality materials, tools and supplies for the Company’s cultured marble, stone, and solid surface countertop fabrication and installation operations. This role requires managing supplier relationships, negotiating pricing, and ensuring that inventory levels meet the Company’s production demands while maintaining cost-efficiency and quality standards. KEY RESPONSIBILITIES INCLUDE: This position utilizes our Industry Specific database in combination with Excel spreadsheets to perform the majority of these tasks. Order Processing: • Compile requests for materials and supplies. o Frequent monitoring of database to procure material for jobs. o Frequent monitoring of order requests from shop supervisors. o Frequent monitoring of supplies. • Prepare accurate purchase orders (PO), verifying pricing and expense codes. • Process orders with respective vendor/supplier through email and/or portal • Verify that PO matches vendor/supplier order acknowledgement. • Ensure timely placement of orders to meet any applicable deadlines. Delivery Verification: • Verify the accuracy and timeliness of received orders • Collaborate with the material handlers to troubleshoot any delivery and/or material problems. • Monitor and analyze material flow to identify bottlenecks and inventory discrepancies with the material handlers. Receiving: • Allocate materials and supplies to jobs with precision. • Verify packing slip information matches PO of material/supplies received. • Compare invoices to PO for accuracy before submitting to A/P Department Record Keeping: • Maintain detailed and organized records and reports that relate to all purchasing transactions, and inventory (stock and job specific). • Maintain daily “Confirmed Slabs Delivery” report to keep accurate in real-time • Maintain daily “Job Specific Cut Sheets” for all departments • Maintain daily “Real Time Material Inventory” reports to keep accurate in real-time. • Print month-end “Count Sheet” for each department, verifying the latest pricing charged for each inventory item. • Complete month-end “Inventory Summary Report” utilizing all departmental “Count Sheets” • Maintain and keep current “Delivery Schedule for Vendors” information sheet • Maintain and keep current “Vendor Delivery and Restocking Fee” information sheet. • Maintain machine files Inventory Management: • Monitor inventory levels, maintain accurate records of supplies to ensure sufficient stock to meet operational needs, this includes conducting physical counts and investigating and resolving any discrepancies. • Maintain inventory record of in-house materials/slabs, returning any unneeded and/or defective/damage materials/slabs. • Collaborate with the material handlers to ensure slabs and remnants are properly stored and tagged with the necessary information. • Perform month-end inventory and prepare detailed inventory report of all in-house supplies and materials. Vendor/Supplier Relations: • Coordinate with vendors/suppliers to compare prices, and negotiate pricing • Manage ongoing relationships to ensure good working relationships SKILLS / REQUIREMENTS (but not limited to): Experience: • 3+ years of experience in purchasing or project managing, preferably in same or similar industry. • Strong knowledge of granite, quartz, natural stones, solid surface and related tools, supplies and materials is preferred. Computer Proficiency: • Proficiency in computer software/database procurement programs • Proficiency in Excel and Word is crucial for managing records and reports. Organization: • Must be highly efficient with strong organizational skills to effectively manage multiple orders, vendors, and inventory records and reports. Communication: • Clear verbal and written communication skills are vital for interacting professionally with internal departments, as well as with vendors and suppliers. • Must communicate effectively with internal departments and suppliers and sometimes resolve conflicts or make urgent decisions. Attention to Detail: • Meticulous attention to detail is required to ensure the accuracy of purchase orders, inventory, and reports. Problem-Solving: • Unexpected issues can arise in supply chains (e.g., delayed deliveries, defective materials, incorrect deliveries, customer supplied deliveries with no information) so fast and efficient problem-solving is critical. • Analytical and problem-solving skills is a must. Negotiation: • The ability to negotiate prices with suppliers/vendors is an asset for cost control to secure the best prices and delivery terms without sacrificing business relationships. PHYSICAL REQUIREMENTS: The ability to effectively communicate in English verbally in person and over the phone as well as in writing/typing. Perform computer work, assist internal teams (installation and shops) daily with supplies. Physical inventory is conducted in our the stone shop and slab yard that requires the ability to move about uneven ground, maneuver around material and fixtures. This position requires the daily frequent use of the computer including keyboard, mouse and monitor. This position spends the majority of the day at a desk, using computer, phones, applying analytical and critical thinking skills, frequent carrying objects, walking, bending, reaching, and stooping. Periodically requires the use picking up, moving, and/or carrying of supplies either individually or in bulk that can weigh up to 40 lbs. This position requires daily interaction and communication with vendors and internal departments in person, over phone, through fax and email on a daily basis so requires the use of sight, hearing, voice and typing. SCHEDULE REQUIREMENTS: This position is full time Monday through Friday 6:00 am to 2:30 / 3:00 with flexibility of either a 30 minute lunch break or an hour. This position is subject to daily overtime as needed to fulfill the daily job responsibilities. TO APPLY: Qualified Applicants please apply by submitting your complete RESUME by reply to this ad. Helpful to provide a COVER LETTER within the body of your email. We are looking to fill the position ASAP.