Purchase Order Validation 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

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