Purchase Order Coordinator

Joseph J. Albanese; Santa Clara (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive pay

Benefits

Equal opportunity employer

Job summary

Joseph J. Albanese, Inc. is seeking a Purchase Order Coordinator in the Dispatch department to validate and document PO information supporting field operations.

The role reviews POs for accuracy, documents PO data in designated systems, and follows up on discrepancies in a fast-paced construction setting. The ideal candidate is organized, detail-oriented, and able to manage a high volume of documentation. Proficiency with Microsoft Office and ERP systems is preferred to maintain an audit-ready

Qualifications

• High school diploma or equivalent required; coursework in business administration, accounting, logistics, construction, or related field preferred.
• Two+ years of dispatch administration, PO documentation, accounts payable support, fleet/equipment coordination, or related experience; construction/heavy-civil industry preferred.
• Proficiency with Microsoft Office (Excel, Outlook, Word); experience in Vista Viewpoint or similar ERP/dispatch system is preferred.

Responsibilities

• Review POs received by Dispatch to ensure information is complete, accurate, legible, and supported by documentation.
• Validate PO numbers, vendor info, job/phase coding, equipment references, dates, quantities, pricing, and delivery/pickup details.
• Enter validated PO details in Vista Viewpoint and dispatch logs without creating or authorizing POs.
• Maintain organized electronic records of POs, receipts, delivery tickets, quotes, invoices, approvals, corrections, and correspondence.
• Track incomplete documentation and follow up until information is received and recorded.
• Escalate unresolved discrepancies to the Dispatch Manager.
• Coordinate with dispatchers, drivers, field personnel, project teams, shop, Purchasing, and Accounting to obtain/clarify PO docs.
• Prepare recurring and ad hoc reports on validated POs, missing docs, and discrepancies.

Skills

Attention to detail

Organizational skills

Communication skills

Time management

Excel

ERP experience

Education

High school diploma

Related coursework (business administration, accounting, logistics, construction)

Tools

Vista Viewpoint

Job description

Role Summary

Joseph J. Albanese, Inc. is seeking a Purchase Order Coordinator within the Dispatch department to validate and document purchase order information supporting field and operational activity. This position reviews purchase orders created by authorized personnel, confirms that required details and supporting records are accurate and complete, records purchase order information in designated systems and logs, and follows up on discrepancies. The role does not create or authorize purchase orders. The ideal candidate is organized, detail-oriented, responsive, and comfortable managing a high volume of documentation in a fast-paced construction environment.

Scope of Responsibility

Purchase Order Validation

• Review purchase orders received by Dispatch to confirm required information is complete, accurate, legible, and supported by appropriate documentation.
• Validate purchase order numbers, vendor information, job and phase coding, equipment or vehicle references, dates, quantities, pricing, delivery or pickup details, and requester information.
• Confirm purchase orders align with dispatch records, delivery tickets, rental documentation, material requests, receipts, and other available source documents.
• Identify missing, duplicate, expired, incorrect, or inconsistent purchase order information and promptly follow up with the appropriate employee or department for clarification or correction.
• Verify that required approvals and supporting documentation are present before purchase order records are considered complete.
• Escalate unresolved discrepancies, unauthorized activity, or recurring documentation issues to the Dispatch Manager.

Documentation and Recordkeeping

• Enter and document validated purchase order details in Vista Viewpoint, Dispatch logs, shared trackers, or other designated systems without creating or authorizing the purchase order.
• Maintain organized electronic records of purchase orders, receipts, delivery tickets, rental agreements, quotes, invoices, approvals, corrections, and related correspondence.
• Link or file supporting documents with the appropriate purchase order, job, equipment unit, vendor, or dispatch record to maintain a clear audit trail.
• Track incomplete documentation and follow up until missing information or corrections are received and recorded.
• Maintain accurate status logs for validated, pending, corrected, and escalated purchase order records.
• Follow company documentation, confidentiality, and record-retention requirements.

Dispatch Coordination and Reporting

• Coordinate with dispatchers, drivers, field personnel, project teams, the shop, Purchasing, and Accounting to obtain or clarify purchase order documentation.
• Respond to internal inquiries regarding the documentation status of purchase orders and direct requests for purchase order creation or authorization to the appropriate personnel.
• Compare purchase order records against dispatch activity and supporting documents to help identify gaps before invoices are processed.
• Prepare recurring and ad hoc reports on validated purchase orders, missing documentation, outstanding corrections, and recurring discrepancies.
• Communicate urgent issues that may affect equipment, material, rental, or delivery coordination to the Dispatch Manager and appropriate stakeholders.
• Support Dispatch administrative processes and recommend improvements that strengthen purchase order documentation and accuracy.

Job-Specific Requirements

Education: High school diploma or equivalent required; additional coursework in business administration, accounting, logistics, construction, or a related field preferred.

Experience: Two or more years of experience in dispatch administration, purchase order documentation, accounts payable support, fleet or equipment coordination, project administration, or a related role. Construction or heavy-civil industry experience preferred.

Certifications: No certifications required.

Software Experience: Proficiency with Microsoft Office, particularly Excel, Outlook, and Word, required. Experience documenting or reviewing information in Vista Viewpoint or a comparable ERP, dispatch, accounting, or construction management system preferred.

Competencies

• Exceptional accuracy, attention to detail, and commitment to complete and traceable documentation.
• Strong organization and time-management skills with the ability to review a high volume of records and follow up on open items.
• Ability to compare purchase orders with receipts, delivery tickets, rental records, invoices, and dispatch activity to identify inconsistencies.
• Clear, professional written and verbal communication skills and the confidence to request missing information or corrections.
• Sound judgment and discretion when handling operational, vendor, pricing, and job-cost information.
• Ability to work independently and collaboratively with Dispatch, field employees, project teams, the shop, Purchasing, and Accounting.
• Working knowledge of construction terminology, dispatch workflows, and basic purchase order documentation practices preferred.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications or working conditions associated with the position. Duties and responsibilities may be modified, added or removed at any time based on business needs, and employees may be required to perform additional duties as assigned.

WHY JOIN JJA

Joseph J. Albanese is a family - owned construction business established and based in Santa Clara, California since 1955. With approximately 1000 employees the company has been instrumental in developing the Silicon Valley by performing site / structural concrete, demo, grading and paving for many of the outstanding projects in Northern California. Our core values of Safety, People, Quality and Truth! JJA utilizes BIM and other cutting-edge technology to verify constructability and to communicate complex project geometries to field professionals. We offer competitive pay and benefits. See some of our highlighted projects on our website at www.jjalbanese.com.

Joseph J. Albanese, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.