Purchasing Clerk – Service Department

About the position

The position involves managing the purchasing process within the company, ensuring that all purchases are accurately coded and tracked in the ERP system. The role requires verifying purchase requests for accuracy and compliance with budgetary constraints, as well as communicating with vendors to confirm pricing and delivery details. The individual will also be responsible for matching purchase orders with packing slips and invoices, resolving any discrepancies, and maintaining vendor information and purchasing records. Additionally, the role supports service leadership in monitoring spending across various jobs and departments, and involves tracking consumables to ensure timely restocking.

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

• 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.