Purchasing Coordinator

We are looking for a Purchasing Coordinator to support daily procurement operations for a growing team in Gainesville, Florida. This Long-term Contract position focuses on coordinating purchasing activities, maintaining accurate order documentation, and helping ensure materials are available when needed. The ideal candidate is organized, detail-oriented, and comfortable working across purchasing functions to keep supply processes running smoothly.

Daily

• Review procurement ticket queue; validate required details (customer, ship-to, part numbers, qty, requested-by, required date).
• Convert ticket → PO in CW.
• Place orders (CDW / TD SYNNEX / Pax8 etc.) and attach order confirmations.
• Update ETAs/backorders/substitutions; route approvals back to requester when substitutions required.
• Update receiving status when deliveries occur (or ensure it's updated by the right team).Weekly
• Open PO review:o Past-due ETAso Unreceived shipmentso Orders missing confirmations
• Renewals review in CW (30/60/90-day horizon):o Confirm renewal intent with AM/client ownero Ensure vendor-side renewal is executedo Trigger agreement update ticket to Billing for recurring line adjustments (so billing stays correct)
• Bill.com processing (2-way match):o Intake vendor billso Match to PO (and receiving status if present)o Route approvals per policyo Resolve mismatches (price, qty, missing PO)Event-driven

RMAs/returns:

o Initiate with vendoro Track shipments, credits, replacementso Ensure the credit is reflected in Bill.com trail and the PO lifecycle

• Discrepancy handling:o Wrong item/short ship/damage → coordinate fix and record outcome