Purchasing Assistant/ Project Coordinator - BBSI

Purchasing Associate/ Project Coordinator
JOB SUMMARY

The primary responsibility of the Purchasing Associate/Project Coordinator is to organize, source, purchase, and track materials and supplies needed to ensure the successful completion of projects.  This position will also provide support to various departments and drive collaboration between the company functions to ensure we are aligned on client projects.


ESSENTIAL DUTIES & RESPONSIBILITIES

PURCHASING

• Research raw materials suppliers and compares costs, negotiates purchase agreements, and develops inventory controls to meet demand.

• Places accurate, timely orders; ensures materials arrive before schedule installations.
• Manages daily reports, material returns, and vendor coordination to confirm product availability and sales terms.
• Coordinates with logistics manager to analyze delivery systems to assess current and future material availability.
• Coordinates with design team on material approvals and samples.
• Utilizes ERP systems for order management, tracking, and troubleshooting.
• Requests and reviews contractor purchasing schedules, timelines and delivery dates, ensuring accuracy in material lists.
• Reconciles purchase orders with budgets, following up with designers or project managers on missing details.
• Under direction of Purchasing Manager, manages purchase orders and vendor follow-ups in QuickBooks, tracking and delivery dates and confirming order details.
• Coordinates with purchasing manager to conduct thorough analysis of purchase orders, acknowledgments, and invoices; files documents appropriately.
• Performs additional tasks as assigned.

PROJECT COORDINATION
 

• Coordinates with Leadership to create internal project budgets and manages all requests for quotes and value engineering pricing needed to stay on budget for client.
• Manages all project budget documentation needed to communicate between departments.
• Understands project challenges and supports purchasing, logistics, and design teams.
• Coordinates with vendors and logistics to ensure orders remain on schedule, assisting with issue resolutions.
• Takes weekly meeting minutes, send meeting recaps to the entire team.
• Manages priorities and ensures deadlines are met.
• Provides lifecycle support for client projects, including installation and issue resolution.
• Maintains and updates project documents and client information using Builder Trend and other software.
• Ensures consistent high-level customer service with staff, vendors and business partners.
• Assists CFO with reports, payroll, and accounting tasks.
• Performs additional tasks as assigned.

KNOWLEDGE/SKILLS/ABILITIES
 

• Strong verbal and written communication skills across all levels.
• Skilled in negotiation and conflict resolution.
• Excellent organizational, time management, and multitasking abilities in fast-paced environments.
• Proactive problem solver with sound judgement and decision-making.
• Competent in internet, spreadsheet, word processing, and order management software.
• Highly motivated, detail-oriented, and ethical with strong work integrity.
• Collaborative team player with exceptional customer service skills.
• Ability to learn new program applications and skills.
• Able to handle multiple projects and adjust to shifting priorities.

CREDENTIALS/EDUCATION/EXPERIENCE:
 

• High school diploma or general education degree (GED) required. Associate’s or Bachelor’s degree preferred.
• Minimum of two years of related experience or equivalent combination of education and experience.
• Proficient in Microsoft Office applications.

PREFERRED
 

• Associates or Bachelors degree in Accounting or Business Administration
• Material resource planning and/or production control experience with Systems Application Process (SAP)
• 1-3 years of experience in interior design environment.

PHYSICAL ENVIRONMENT/REQUIREMENTS:

• May spend prolonged periods sitting at a desk and working on a computer.
• May work with teams or alone.
• Lifting up to 30 pounds.
• This position is required to be in the office.   Remote work is not an option.