Purchase Order Coordinator

Joseph J. Albanese•- Santa Clara, CA

About The Position

Joseph J. Albanese, Inc. is seeking a Purchase Order Coordinator within the Dispatch department to validate and document purchase order information that supports field and operational activity. The coordinator reviews purchase orders created by authorized personnel, verifies that required details and supporting records are accurate and complete, enters information into designated systems and logs, and follows up on discrepancies. This position does not create or authorize purchase orders. The role calls for an organized, detail-oriented, responsive person comfortable handling a high volume of documentation in a fast-paced construction environment. The coordinator validates purchase order details against dispatch records and supporting documentation, maintains organized records and status logs, and coordinates with dispatchers, drivers, field personnel, project teams, the shop, Purchasing, and Accounting. The role also prepares recurring and ad hoc reports, communicates urgent documentation issues, and supports improvements to Dispatch administrative processes. Joseph J. Albanese is a family-owned construction business established in Santa Clara, California, in 1955. With approximately 1,000 employees, the company performs site and structural concrete, demolition, grading, and paving work for projects in Northern California. Its stated core values are Safety, People, Quality, and Truth. The company uses BIM and other technology to verify constructability and communicate project geometries to field professionals. It offers competitive pay and benefits and provides equal employment opportunities.

Requirements

High school diploma or equivalent required.
Two or more years of experience in dispatch administration, purchase order documentation, accounts payable support, fleet or equipment coordination, project administration, or a related role.
Proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
Exceptional accuracy, attention to detail, and commitment to complete and traceable documentation.
Strong organization and time-management skills, including the ability to review a high volume of records and follow up on open items.
Ability to compare purchase orders with receipts, delivery tickets, rental records, invoices, and dispatch activity to identify inconsistencies.
Clear, professional written and verbal communication skills and the confidence to request missing information or corrections.
Sound judgment and discretion when handling operational, vendor, pricing, and job-cost information.
Ability to work independently and collaboratively with Dispatch, field employees, project teams, the shop, Purchasing, and Accounting.

Nice To Haves

Additional coursework in business administration, accounting, logistics, construction, or a related field.
Construction or heavy-civil industry experience.
Experience documenting or reviewing information in Vista Viewpoint or a comparable ERP, dispatch, accounting, or construction management system.
Working knowledge of construction terminology, dispatch workflows, and basic purchase order documentation practices.

Responsibilities

Review purchase orders received by Dispatch to ensure required information is complete, accurate, legible, and supported by appropriate documentation.
Validate purchase order numbers, vendor information, job and phase coding, equipment or vehicle references, dates, quantities, pricing, delivery or pickup details, and requester information.
Compare purchase orders with dispatch records, delivery tickets, rental documentation, material requests, receipts, and other available source documents.
Identify missing, duplicate, expired, incorrect, or inconsistent information and follow up with the appropriate employee or department for clarification or correction.
Verify required approvals and supporting documentation are present before purchase order records are considered complete.
Escalate unresolved discrepancies, unauthorized activity, or recurring documentation issues to the Dispatch Manager.
Enter and document validated purchase order details in Vista Viewpoint, Dispatch logs, shared trackers, or other designated systems without creating or authorizing purchase orders.
Maintain organized electronic records of purchase orders, receipts, delivery tickets, rental agreements, quotes, invoices, approvals, corrections, and related correspondence.
Link or file supporting documents with the appropriate purchase order, job, equipment unit, vendor, or dispatch record to maintain an audit trail.
Track incomplete documentation and follow up until missing information or corrections are received and recorded.
Maintain accurate status logs for validated, pending, corrected, and escalated purchase order records.
Follow company documentation, confidentiality, and record-retention requirements.
Coordinate with dispatchers, drivers, field personnel, project teams, the shop, Purchasing, and Accounting to obtain or clarify purchase order documentation.
Respond to internal inquiries about purchase order documentation status and direct requests for purchase order creation or authorization to appropriate personnel.
Compare purchase order records against dispatch activity and supporting documents to help identify gaps before invoices are processed.
Prepare recurring and ad hoc reports on validated purchase orders, missing documentation, outstanding corrections, and recurring discrepancies.
Communicate urgent issues that may affect equipment, material, rental, or delivery coordination to the Dispatch Manager and appropriate stakeholders.
Support Dispatch administrative processes and recommend improvements to purchase order documentation and accuracy.
Perform additional duties as assigned; duties and responsibilities may be modified based on business needs.