Purchasing Coordinator

Description 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 ETAs o Unreceived shipments o Orders missing confirmations
• Renewals review in CW (30/60/90-day horizon): o Confirm renewal intent with AM/client owner o Ensure vendor-side renewal is executed o Trigger agreement update ticket to Billing for recurring line adjustments (so billing stays correct)
• Bill.com processing (2-way match): o Intake vendor bills o Match to PO (and receiving status if present) o Route approvals per policy o Resolve mismatches (price, qty, missing PO) Event-driven

RMAs/returns:

o Initiate with vendor o Track shipments, credits, replacements o 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 Requirements
• Experience supporting procurement, purchasing, or supply-related operations.
• Working knowledge of purchase order processing and purchasing documentation.
• Ability to manage multiple purchasing activities with strong attention to detail.
• Familiarity with standard purchasing department workflows and coordination tasks.
• Strong communication skills for working with vendors and internal stakeholders.
• Proficiency in maintaining accurate records and handling material purchasing information.
• Ability to stay organized and meet deadlines in a fast-paced environment.

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