Purchasing Associate

Edwards Electrical & Mechanical Inc.•Indianapolis, IN

10d

About The Position

The Purchasing Associate receives purchasing requests and sources parts, materials, equipment, and supplies for HVAC, plumbing, electrical, and other mechanical service work. The role obtains and compares vendor quotes, prepares purchase orders, verifies order details, and coordinates deliveries to support scheduled and emergency service needs. The associate tracks orders and communicates delays or alternatives, works with technicians and vendors to identify compatible parts, and ensures purchases are assigned to the appropriate service ticket, job, department, or inventory account. The position also reviews purchasing documents and invoices for accuracy, helps resolve discrepancies, coordinates returns and warranty claims, assists with inventory monitoring and replenishment, and maintains purchasing records and vendor information. The associate builds vendor relationships and follows company purchasing, safety, and financial control procedures. Work is primarily office-based, with occasional time in warehouse or parts storage areas. The schedule is Monday through Friday, with occasional overtime or schedule adjustments to support urgent service requests and business needs.

Requirements

High school diploma or equivalent.
Strong organizational skills and attention to detail.
Ability to prioritize multiple requests in a fast-paced service environment.
Effective written and verbal communication skills.
Basic math skills and the ability to compare prices, quantities, and costs accurately.
Proficiency with Microsoft Office, including Outlook and Excel, and the ability to learn purchasing and service management software.
Ability to work independently and collaborate with technicians, vendors, and office staff.

Nice To Haves

One to three years of experience in purchasing, inventory, parts coordination, or administrative support.
Experience in the HVAC, plumbing, electrical, mechanical contracting, or commercial service industry.
Familiarity with purchase orders, job costing, invoice reconciliation, and inventory systems.
Working knowledge of mechanical service parts, materials, and equipment.

Responsibilities

Receive and process purchasing requests from service technicians, dispatchers, and service management.
Source parts, materials, equipment, and supplies for HVAC, plumbing, electrical, and other mechanical service work, as applicable.
Obtain vendor quotes and compare pricing, availability, delivery schedules, and shipping costs.
Prepare and issue purchase orders within established purchasing procedures and approval limits.
Confirm part numbers, quantities, specifications, and job information before placing orders.
Coordinate deliveries, pickups, and shipments to support scheduled and emergency service needs.
Track open orders, backorders, and delivery status; communicate delays and available alternatives to the service team.
Work with technicians and vendors to identify compatible replacement parts, obtaining technical approval when needed.
Verify that purchases are assigned to the correct service ticket, job number, department, or inventory account.
Review purchase orders, packing slips, and vendor invoices for accuracy and assist accounting with resolving discrepancies.
Coordinate returns, exchanges, warranty claims, and vendor credits.
Assist with monitoring inventory levels, replenishing frequently used items, and maintaining accurate inventory records.
Maintain organized purchasing records and current vendor information.
Build productive vendor relationships and identify opportunities to improve pricing and service.
Follow company purchasing, safety, and financial control procedures.
Perform other related duties as assigned.