Purchasing Clerk - Service Department

Job Description

Job Description
Description:Key Responsibilities

• Create, issue, and track purchase orders in our ERP system, ensuring all purchases are coded accurately to the correct job and cost center.
• Verify purchase requests for accuracy, proper coding, and budget compliance before processing.
• Communicate with vendors to confirm pricing, lead times, and delivery dates.
• Match purchase orders with packing slips and invoices; resolve discrepancies with vendors and coordinate with accounting.
• Monitor status of open purchase orders and provide updates to service managers and dispatch.
• Assist with returns, credits, and warranty-related purchases.
• Maintain vendor information, pricing, and historical purchasing records within our ERP System.
• Support service leadership in monitoring spend by job, cost center, and department.
• Flag unusual or misallocated costs and assist in correcting errors promptly.
• Track common consumables (filters, refrigerant, PPE, small tools) and coordinate timely restocking.

Requirements:Qualifications

• High school diploma or equivalent required; additional coursework in business, accounting, or supply chain preferred.
• 1–3 years of purchasing or clerical experience in a job-costing environment (HVAC, construction, or service industry strongly preferred).
• Familiarity with accounting / ERP system required.
• Understanding of cost centers, job costing, and expense allocation.
• Proficiency with Microsoft Office (Excel, Outlook, Word).
• Strong attention to detail and accuracy in data entry and documentation.
• Ability to prioritize urgent requests while maintaining accurate records.

Competencies

• Job Cost Awareness: Understands how to correctly allocate purchases to jobs and cost centers.
• Accuracy & Detail: Enters purchase orders and coding data with precision.
• Communication: Effectively coordinates with vendors, technicians, and internal teams.
• Problem-Solving: Quickly identifies and resolves purchase order or cost coding issues.
• Service Focus: Supports field operations by ensuring timely delivery of parts and materials.

Working Conditions

• Full-time, office-based role with standard business hours.
• Frequent interaction with technicians, service managers, and accounting staff.
• Occasional vendor or warehouse visits may be required.

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