Purchasing Clerk

JOB SUMMARY:

The Purchasing Clerk supports daily purchasing and inventory activities for commercial HVAC and construction operations. This role is responsible for ordering materials, tracking deliveries, maintaining vendor relationships, processing purchase orders, and ensuring field and shop teams receive materials on time to support project schedules and service operations.

ESSENTIAL RESPONSIBILITIES:

• Process purchase orders for HVAC, plumbing, sheet metal, and construction materials
• Coordinate material orders with Project Managers, Service Managers, Warehouse, and field personnel
• Track order status, deliveries, backorders, and lead times
• Communicate with vendors regarding pricing, availability, and delivery schedules
• Verify order accuracy, quantities, and pricing before submission
• Maintain purchasing records, vendor files, and documentation
• Match packing slips, invoices, and purchase orders for accuracy
• Resolve discrepancies involving shipments, pricing, or damaged materials
• Support job costing and proper coding of materials and purchases
• Provide general administrative support to operations and purchasing departments

MINIMUM AND/OR PREFERRED QUALIFICATIONS:

EDUCATION:

• High school diploma or GED required

EXPERIENCE:

• 0 - 1 years of previous purchasing, administrative, warehouse, or construction industry experience preferred
• HVAC, mechanical, plumbing, or construction industry knowledge strongly preferred

CERTIFICATES, LICENSES, REGISTRATIONS:

• None required

SKILL REQUIREMENTS:

• Strong organizational and time management skills with ability to multitask in a fast-paced environment
• Proficient in Microsoft Office, especially Excel and Outlook; experience with an ERP/accounting system such as Microsoft Dynamics 365 (D365) preferred
• Strong communication and customer service skills; ability to read purchase orders, packing slips, and vendor invoices
• Detail-oriented with strong problem-solving skills; knowledge of HVAC equipment, construction materials, and inventory control processes preferred

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Ability to sit, stand, and work at a computer for extended periods. Occasionally lift and move materials or boxes up to 25 pounds. Ability to work in an office, warehouse, and construction-related environment.

WORK ENVIRONMENT:

This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time.

REASONABLE ACCOMODATION:

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company's business operations.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Employees understand the above job description and agree to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities. Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation.