Procurement Coordinator

Timeline Design + Build•Saratoga, CA

1d•$25 - $45

About The Position

The Procurement Coordinator plays a critical role in delivering homes of distinction by ensuring the seamless coordination of materials from vendor to job site. This position bridges design vision and construction execution—overseeing purchasing, cultivating strong vendor partnerships, and managing logistics with intention and precision. This role is essential in maintaining project flow, minimizing disruptions, and upholding the level of quality and detail that defines our work. Working alongside designers, project managers, and trade partners, you will contribute to a cohesive, well-executed project experience from start to finish. We are looking for a proactive, detail-driven individual who thrives in a fast-paced environment, takes ownership, and is committed to excellence in every aspect of their work.

Requirements

2–4 years in procurement, logistics, or construction coordination
Strong organizational, communication, and problem-solving skills
Ability to manage multiple projects simultaneously
Software: Project management software, Microsoft Suite, Bluebeam and/or Excel

Nice To Haves

Residential design-build experience preferred

Responsibilities

Create and manage purchase orders in project management systems
Coordinate with vendors on pricing, availability, and order details
Track lead times, order status, and required approvals
Process and order approved Owner-Selected Items (OSI)
Identify and resolve delays, substitutions, and backorders
Ensure purchasing aligns with project budgets and schedules
Track material payments and coordinate with Accounting
Track all orders from placement through delivery
Schedule and confirm deliveries with the Production Team (PMs, Site Managers, Superintendents)
Ensure job site readiness for deliveries (access, storage, protection)
Coordinate delivery of large or critical items (e.g., windows, appliances, millwork)
Verify delivered materials for accuracy and condition
Manage returns, replacements, and warranty claims
Serve as the primary point of contact between vendors, Design, and Production
Provide regular updates on order status and delivery schedules
Proactively communicate risks, delays, and cost impacts
Coordinate with the Design Team to ensure selections are ready for procurement
Support project closeout by organizing warranties and material documentation
Maintain accurate and up-to-date records in project management systems
Track procurement timelines and monitor long lead items
Identify gaps and support improvements to procurement and logistics processes
Assist in developing and maintaining standard operating procedures (SOPs)