Purchasing Associate

MEP Holding Co, Inc; Indianapolis (IN); On-site; USD 40,000 - 56,000; Full time

Job summary

Edwards Electrical & Mechanical, Inc. in Indiana is seeking a Purchasing Clerk to handle purchasing requests from service technicians and management.

You will source parts, obtain vendor quotes, issue purchase orders, and verify accuracy of part numbers and job details for HVAC, plumbing, electrical, and mechanical work. Monitor deliveries, reconcile invoices, and maintain vendor records while building strong supplier relationships to improve pricing and service.

Qualifications

• Receive and process purchasing requests from service technicians, dispatchers, and service management.
• Source parts, materials, equipment, and supplies for HVAC, plumbing, electrical, and other mechanical service work.
• Obtain vendor quotes and compare pricing, availability, delivery schedules, and shipping costs.
• Prepare and issue purchase orders within established purchasing procedures and approval limits.
• Confirm part numbers, quantities, specifications, and job information before placing orders.
• Coordinate deliveries, pickups, and shipments to support scheduled and emergency service needs.
• Track open orders, backorders, and delivery status; communicate delays and available alternatives to the service team.
• Work with technicians and vendors to identify compatible replacement parts, obtaining technical approval when needed.
• Verify that purchases are assigned to the correct service ticket, job number, department, or inventory account.
• Review purchase orders, packing slips, and vendor invoices for accuracy and assist accounting with resolving discrepancies.
• Coordinate returns, exchanges, warranty claims, and vendor credits.
• Assist with monitoring inventory levels, replenishing frequently used items, and maintaining accurate inventory records.
• Maintain organized purchasing records and current vendor information.
• Build productive vendor relationships and identify opportunities to improve pricing and service.
• Follow company purchasing, safety, and financial control procedures.
• Perform other related duties as assigned.

Responsibilities

• Receive and process purchasing requests from service technicians, dispatchers, and service management.
• Source parts, materials, equipment, and supplies for HVAC, plumbing, electrical, and other mechanical service work.
• Obtain vendor quotes and compare pricing, availability, delivery schedules, and shipping costs.
• Prepare and issue purchase orders within established purchasing procedures and approval limits.
• Confirm part numbers, quantities, specifications, and job information before placing orders.
• Coordinate deliveries, pickups, and shipments to support scheduled and emergency service needs.
• Track open orders, backorders, and delivery status; communicate delays and available alternatives to the service team.
• Work with technicians and vendors to identify compatible replacement parts, obtaining technical approval when needed.
• Verify that purchases are assigned to the correct service ticket, job number, department, or inventory account.
• Review purchase orders, packing slips, and vendor invoices for accuracy and assist accounting with resolving discrepancies.
• Coordinate returns, exchanges, warranty claims, and vendor credits.
• Assist with monitoring inventory levels, replenishing frequently used items, and maintaining accurate inventory records.
• Maintain organized purchasing records and current vendor information.
• Build productive vendor relationships and identify opportunities to improve pricing and service.
• Follow company purchasing, safety, and financial control procedures.
• Perform other related duties as assigned.

Skills

Organizational skills

Attention to detail

Prioritization

Communication skills

Math skills

MS Office

Purchasing software

Independent worker

Education

High school diploma or equivalent

Tools

Microsoft Office (Outlook, Excel)

Purchasing software

Job description

Essential Duties and Responsibilities

Receive and process purchasing requests from service technicians, dispatchers, and service management. Source parts, materials, equipment, and supplies for HVAC, plumbing, electrical, and other mechanical service work, as applicable. Obtain vendor quotes and compare pricing, availability, delivery schedules, and shipping costs. Prepare and issue purchase orders within established purchasing procedures and approval limits. Confirm part numbers, quantities, specifications, and job information before placing orders. Coordinate deliveries, pickups, and shipments to support scheduled and emergency service needs. Track open orders, backorders, and delivery status; communicate delays and available alternatives to the service team. Work with technicians and vendors to identify compatible replacement parts, obtaining technical approval when needed. Verify that purchases are assigned to the correct service ticket, job number, department, or inventory account. Review purchase orders, packing slips, and vendor invoices for accuracy and assist accounting with resolving discrepancies. Coordinate returns, exchanges, warranty claims, and vendor credits. Assist with monitoring inventory levels, replenishing frequently used items, and maintaining accurate inventory records. Maintain organized purchasing records and current vendor information. Build productive vendor relationships and identify opportunities to improve pricing and service. Follow company purchasing, safety, and financial control procedures. Perform other related duties as assigned.

Qualifications Required

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple requests in a fast-paced service environment.
• Effective written and verbal communication skills.
• Basic math skills and the ability to compare prices, quantities, and costs accurately.
• Proficiency with Microsoft Office, including Outlook and Excel, and the ability to learn purchasing and service management software.
• Ability to work independently and collaborate with technicians, vendors, and office staff.

Preferred

• One to three years of experience in purchasing, inventory, parts coordination, or administrative support.
• Experience in the HVAC, plumbing, electrical, mechanical contracting, or commercial service industry.
• Familiarity with purchase orders, job costing, invoice reconciliation, and inventory systems.
• Working knowledge of mechanical service parts, materials, and equipment.

Physical Requirements and Work Environment

Work is primarily performed in an office, with occasional time in warehouse or parts storage areas. Frequently use a computer, telephone, and standard office equipment. Occasionally stand, walk, bend, and reach to inspect or organize parts and supplies. Occasionally lift or move parts and supplies weighing up to 25 pounds, with assistance or appropriate equipment as needed. Perform the essential functions of the position with or without reasonable accommodation.

Work Schedule

Monday thru Friday. Occasional overtime or schedule adjustments may be needed to support urgent service requests and business needs.

This job description outlines the primary responsibilities of the position and may be updated as business needs change.

Founded in 1968, Edwards Electrical & Mechanical, Inc. has grown to become one of the largest electrical/mechanical contracting firms in Indiana and the Midwest. Our growth has been attributed to “providing quality work at or below market prices”. It is this business philosophy that has led to consistent double-digit annual growth over the past decade for both our construction and service divisions. To support our dedication to long-term, cost-effective solutions, Edwards Electrical and Mechanical has established a supplier network to provide you savings through our negotiated buying power. Don and Ruth Edwards founded Edwards Electrical and Mechanical, Inc. in 1968. The company started out as a small union commercial shop based out of their garage. The business quickly grew and relocated to an old two-story house on East Street in 1970. In 1972, Edwards Electric changed its operation to a merit‑based shop, and six short years later, Edwards Electric moved to a 2500 square foot building at the corner of East Street and Merrill. By 1981 this structure became too small, and working with a customer at the time, MacDougall and Pierce, 2500 square feet were added to the building. The company name changed to Edwards Electrical and Refrigeration in 1980, and refrigeration is still a part of our product portfolio. In 1998, FirstEnergy Corporation, a registered public utility holding company headquartered in Akron, Ohio, acquired Edwards Electrical & Mechanical. In 2006, Edwards was purchased by MEP Holding Company, converting it again to a privately owned business. Organically and steadily, Edwards grew from about 250 employees to its current size of over 465 employees. On December 31st, 2021, a national company called Comfort Systems USA acquired all the stock of MEP Holding Company, thereby making it the owner of MEP Holding Company’s subsidiaries. Comfort Systems USA went public as a company in June 1997 and is comprised of over 170 locations across the United States. With Comfort Systems as a parent company, Edwards now has a robust assortment of training resources and has access to national best practices. Today, Edwards is one of the largest electrical & mechanical companies in Indiana and is able to offer an extremely positive work environment for its highly skilled employees. Our service division specializes in preventative maintenance and offers HVAC, plumbing, refrigeration, generator and electrical services. Each office has it’s own service support staff and shares the same resources for Accounting, Human Resources, and Information Technology. Edwards’ Construction Division has capabilities to self-perform Electrical, HVAC, and Plumbing trades ensure our customers that we will meet construction schedule for completion of projects and do so within the customer’s budget. Our mission to be a “one–stop merit shop” for all three trades has allowed us the flexibility to do more work with less people. We have been able to pass these efficiencies along to our customers. The “can do” attitude of the Edwards employee has been demonstrated repeatedly. The vision of our Company is to “Ensure tomorrow’s success by how well we service our customers today.”