Purchasing

KODIAK Construction Recruiting & Staffing; Richmond (VA); On-site; USD 42,000 - 62,000; Full time

Job summary

KODIAK Construction Recruiting & Staffing in Richmond, VA is seeking a Purchasing Coordinator to support the Purchasing function across construction, manufacturing, and operations. The role emphasizes accurate data entry, supplier follow-up, subcontract administration, reporting, and document control.

You will work within established processes, escalating pricing, scope, supplier, schedule, compliance, and contract exceptions to the appropriate Purchasing Specialist.

Qualifications

• High school diploma or equivalent required; associate degree preferred in Business Administration, Supply Chain, Accounting, Construction Administration, or related field.
• Two or more years of experience in administrative, coordinator, document-control, project-support, customer-service, or operations-support roles.
• Purchasing experience is not required; ability to learn purchasing terminology, systems, and workflows is essential.
• Demonstrated ability to stay organized, manage multiple priorities, build relationships with internal stakeholders and suppliers, and maintain accuracy and follow-through.
• Clear written and verbal communication skills with concise status updates and professional follow-up.
• Proficiency with standard office, spreadsheet, reporting, and business systems.
• Ability to follow documented processes and elevate exceptions.

Responsibilities

• Provide subcontract administrative support by reviewing request packages for completeness and coordinating vendor review.
• Provide administrative and transactional Purchasing support for construction, special projects, manufacturing, third-party welding, and other needs.
• Review purchasing requests for required details and enter approved purchase orders and confirmations in designated systems.
• Enter usage orders and supplier-order data for active-job orders to keep trackers accurate.
• Expedite supplier submittals and track approval status, distributing to contacts and distinguishing supplier-submitted from technically approved documents.
• Organize and maintain purchasing project folders with all related documents and records.
• Expedite orders by obtaining acknowledgements and delivery updates, and escalate missed dates or substitutions as needed.
• Support urgent material needs by contacting approved suppliers and alternate options when required.
• Support manufacturing and one-off material needs by coordinating RFQ and availability requests and tracking commitments.
• Compile recurring national and departmental purchasing reports and validate data.

Skills

Data entry

Supplier follow-up

Subcontract administration

Reporting

Order tracking

Expediting

Document control

Communication

Education

High school diploma

Associate degree in Business Administration / related field

Tools

Enterprise purchasing systems

Document management systems

Office software (Excel, Word)

Job description

Summary

The Purchasing Coordinator provides administrative and transactional support across the Purchasing function and the teams it serves. This role supports construction, special projects, manufacturing, and other operational needs through accurate data entry, supplier follow-up, subcontract administration, reporting, order tracking, expediting, and document control.

Job Description

Title: Purchasing Coordinator

Department: Supply Chain

Classification: Non-Exempt

Date Updated: August 2026

The Purchasing Coordinator provides administrative and transactional support across the Purchasing function and the teams it serves. This role supports construction, special projects, manufacturing, and other operational needs through accurate data entry, supplier follow-up, subcontract administration, reporting, order tracking, expediting, and document control.

The position works within established processes and approvals, escalating pricing, scope, supplier, schedule, compliance, and contract exceptions to the appropriate Purchasing Specialist. The role does not independently select suppliers, negotiate terms, approve substitutions, make award decisions, or authorize commitments.

This position will be expected to operate in line with our client’s workplace values:

Core Values

• Safety: Makes the prevention of injuries and vehicle incidents a top priority.
• Integrity: Is truthful and honest in words and actions.
• Empathy: Understands and appreciates customers’ and teammates’ perspectives.
• Urgency: Gives immediate attention to important tasks without compromising safety.

Summary

The Purchasing Coordinator provides administrative and transactional support across the Purchasing function and the teams it serves. This role supports construction, special projects, manufacturing, and other operational needs through accurate data entry, supplier follow-up, subcontract administration, reporting, order tracking, expediting, and document control.

The position works within established processes and approvals, escalating pricing, scope, supplier, schedule, compliance, and contract exceptions to the appropriate Purchasing Specialist. The role does not independently select suppliers, negotiate terms, approve substitutions, make award decisions, or authorize commitments.

Essential Functions

• Provide subcontract administrative support by reviewing request packages for completeness, preparing documents from approved templates, coordinating vendor review, tracking status, and facilitating execution after required approvals; process authorized revisions and change orders; maintain required backup, naming, routing, and records; track insurance certificates, trade-specific attachments, and project flow-down requirements; and elevate missing or nonstandard items.
• Provide administrative and transactional Purchasing support for construction, special projects, manufacturing, third-party welding, and other operational needs.
• Review purchasing requests for required job, supplier, item, quantity, pricing, delivery, and supporting information; follow up on incomplete or inconsistent requests before entering approved purchase orders, releases, acknowledgements, and confirmations in designated systems.
• Enter usage orders and related supplier-order data for active-job pre-buy, lump-sum, and bulk purchase orders to keep material usage and pricing trackers accurate and current.
• Expedite supplier submittals requested by Purchasing Specialists; track receipt and approval status, follow up on outstanding documents, distribute submittals to designated contacts, and distinguish supplier-submitted documents from technically approved submittals.
• Organize and maintain purchasing project folders as jobs commence, ensuring quotes, purchase orders, acknowledgements, submittals, delivery records, correspondence, subcontract documents, and supporting records are promptly saved and properly named.
• Expedite orders by obtaining acknowledgements, promised ship dates, backorder status, shipment details, and delivery updates; document and follow up on responses; and escalated missed dates, shortages, substitutions, quantity or price changes, damaged shipments, and issues requiring purchasing judgment or supplier negotiation.
• Support urgent material needs by contacting approved suppliers and, when directed, approved alternates to identify availability, lead times, and delivery options when an awarded supplier cannot meet material or schedule requirements.
• Support manufacturing, third-party welding, and other one-off material needs by coordinating RFQ and availability requests, entering approved orders, tracking materials and supplier commitments, following up on deliveries, and communicating open-item status.
• Compile recurring national and departmental purchasing reports; validate and reconcile data, maintain supporting records, distribute approved reports, follow up on missing inputs, and escalated data-quality issues.
• Collect supplier information and required forms and route supplier setup, update, compliance, and approval requests.
• Assist with routine purchase-order and invoice research by locating records, confirming available information, and routing discrepancies to the appropriate owner.
• Maintain purchasing checklists, templates, work instructions, and shared reference files; identify opportunities to standardize and improve repeatable administrative processes.
• Provide general administrative support to Purchasing leadership and the department, including scheduling meetings, coordinating supplier meetings and departmental events, preparing meeting materials, managing calendars and communications, and completing other assigned administrative duties.
• Protect confidential supplier, project, pricing, contracts, and company information and follow established approval, retention, and access requirements.

Requirements

• High school diploma or equivalent required; associate degree in Business Administration, Supply Chain, Accounting, Construction Administration, or a related field preferred.
• Two or more years of experience in an administrative, coordinator, document-control, project-support, customer-service, or operations-support role.
• Purchasing experience is not required; the ability to learn purchasing terminology, systems, and documented workflows is essential.
• Demonstrated ability to stay organized, manage multiple competing priorities, build productive working relationships with internal stakeholders and suppliers, and maintain accuracy, responsiveness, and consistent follow-through.
• Clear written and verbal communication skills, including concise status updates and professional follow-up.
• Proficiency with standard office, spreadsheet, reporting, and business systems.
• Ability to follow documented processes and approval paths and elevate exceptions.

Preferred Qualifications

• Experience supporting purchasing, contracts, construction administration, manufacturing, project coordination, accounts payable, logistics, or supplier-related workflows.
• Experience using enterprise purchasing, order-tracking, reporting, electronic document-execution, or document-management systems.
• Experience compiling recurring reports, maintaining logs, coordinating document reviews and signatures, expediting orders, or managing controlled documents.
• Familiarity with construction, mechanical contracting, industrial services, manufacturing, or project-based work environments.