Purchasing Coordinator

Paycom - ATS; Grand Prairie (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Paycom - ATS in Grand Prairie, TX is seeking a Purchasing Coordinator to provide administrative and operational support for procurement activities across projects and operations.

You will assist with purchase orders, vendor communication, pricing, material availability, order tracking, receiving documentation, and invoice coordination, working with Procurement, Project Management, Operations, Warehouse, and Accounting.

Qualifications

• High school diploma or equivalent required.
• Associate's degree or coursework preferred.
• 1-2 years in purchasing, procurement, administration, operations, or related field preferred.
• Experience processing purchase orders and working with vendors is a plus.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office, esp. Excel and Outlook.
• Ability to learn ERP, purchasing, inventory or procurement systems.
• Experience in telecom/construction/electrical/low-voltage/AV/data center is a plus.

Responsibilities

• Prepare, process, and maintain purchase orders per procedures.
• Assist with vendor quotes, pricing, availability, and lead times.
• Verify PO details including quantities, pricing, delivery dates.
• Track purchase orders from placement through delivery and closeout.
• Assist with PO changes, cancellations, and corrections as needed.
• Coordinate with Warehouse/Accounting on receiving and invoicing.
• Maintain organized purchasing files and reports.
• Support vendor setup, audits, and internal controls.

Skills

Excel

Outlook

ERP systems

Vendor management

Organization

Bilingual EN/ES

Education

High school diploma or equivalent

Associate's degree or coursework preferred

Tools

ERP software

Inventory management systems

Warehouse management systems

Job description

Job Details: Job Location: GRAND PRAIRIE, TX 75050, Position Summary

The Purchasing Coordinator provides administrative and operational support for the company's purchasing and procurement activities. This position assists with purchase orders, vendor communication, pricing, material availability, order tracking, receiving documentation, and invoice coordination to help ensure materials, equipment, and supplies are available when needed for projects and operations.

The Purchasing Coordinator works closely with Procurement, Project Management, Operations, Warehouse, Accounting, and vendors to maintain accurate purchasing records and support timely and cost-effective procurement.

Principal Accountabilities

Purchasing & Purchase Orders

• Prepare, process, and maintain purchase orders in accordance with company procedures.
• Assist with obtaining vendor quotes, pricing, availability, and lead times.
• Verify purchase order details, including quantities, pricing, delivery dates, and project information.
• Track purchase orders from placement through delivery and closeout.
• Assist with purchase order changes, cancellations, and corrections as needed.

Vendor Coordination

• Communicate with vendors regarding pricing, availability, order status, delivery schedules, and discrepancies.
• Maintain professional relationships with suppliers and service providers.
• Follow up on backorders, delays, shortages, and other purchasing issues.
• Escalate significant pricing, delivery, quality, or supply issues to the Purchasing Manager.

Material & Project Support

• Coordinate with Project Managers, Foremen, Warehouse, and Operations regarding material requirements.
• Track materials needed for active projects and communicate expected delivery dates.
• Assist with identifying material shortages, substitutions, and potential delays.
• Support procurement activities for telecom, low-voltage, electrical, security, AV, and construction materials as applicable.

Receiving & Invoice Coordination

• Assist with matching purchase orders, packing slips, receipts, and invoices.
• Investigate discrepancies involving quantities, pricing, damaged materials, or missing items.
• Coordinate with Warehouse and Accounting to resolve receiving and invoice issues.
• Maintain accurate documentation related to purchases and deliveries.

Records & Reporting

• Maintain organized purchasing files, vendor records, quotes, purchase orders, and related documentation.
• Update purchasing systems and spreadsheets with order status, pricing, delivery information, and other relevant data.
• Prepare routine purchasing reports and status updates.
• Maintain accurate and confidential company and vendor information.

Process & Administrative Support

• Assist with vendor setup and required documentation.
• Support procurement audits and periodic purchasing reviews.
• Assist with maintaining approved vendor and pricing information.
• Follow established purchasing policies, approval requirements, and internal controls.
• Identify opportunities to improve purchasing processes, organization, and communication.
• Provide general administrative support to the Procurement/Purchasing team as needed.

Safety, Compliance & Teamwork

• Follow company policies, procedures, and applicable purchasing requirements.
• Work collaboratively with Procurement, Operations, Project Management, Warehouse, Accounting, and other departments.
• Communicate issues promptly and maintain accurate follow-up on open items.
• Handle sensitive pricing, vendor, and company information with appropriate confidentiality.

Qualifications: Education, Experience, and Job Qualifications

• High school diploma or equivalent required.
• Associate's degree or relevant coursework preferred.
• 1-2 years of experience in purchasing, procurement, administration, construction, operations, or a related field preferred.
• Experience processing purchase orders and working with vendors is a plus.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to learn and use ERP, purchasing, inventory, or procurement systems.
• Experience in telecommunications, construction, electrical, low-voltage, security, AV, data center, or field services.
• Familiarity with construction materials, equipment, and project purchasing.
• Experience with ERP, purchasing, inventory, or warehouse management systems.
• Experience tracking multiple orders, projects, and deadlines.
• Bilingual English/Spanish is a plus.

Leadership Attributes

• Organized – Maintains accurate records and manages multiple priorities.
• Detail-Oriented – Ensures purchasing information is accurate and complete.
• Responsive – Follows up promptly with vendors and internal teams.
• Team-Oriented – Works effectively across departments.
• Accountable – Takes ownership of assigned tasks and follows them through to completion.
• Problem Solver – Identifies discrepancies and helps resolve issues.
• Customer-Focused – Provides professional and responsive support to internal stakeholders and vendors.

Typical Physical and Mental Demands

The position may require long hours, handle conflicts, and make decisions under pressure and in inclement weather situations. While performing the duties of this job, the employee must stand, walk, use hands and fingers to, handle, feel or operate tools or controls; and reach with hands and arms. The employee must climb a ladder while lifting up to 50 pounds, sit, climb or balance, stoop, kneel, crouch, crawl, talk, hear and smell. The employee must have specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust and focus. The noise level in the work environment is usually moderate to loud.

Physical Requirements & Working Conditions

The physical demands, work environment factors and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.