Purchasing & Receiving Coordinator

Red House Design Build • Providence, RI

1d • Onsite

About The Position

The Purchasing & Receiving Coordinator is the link between Design, Estimating, and Production. This role owns the path a selection travels from order to jobsite, and is accountable for the five R’s of purchasing: right quantity, right quality, right price, right place, right time. This role protects and advances our company core values of Clarity — accurate records that let anyone see where a selection stands; Trust — vendors, designers, and field staff who can rely on what this seat tells them; and Care — the attention that keeps a client’s cabinetry from arriving scratched, short, or late. The Purchasing & Receiving Coordinator is accountable for the accurate procurement, receipt, storage, and delivery of project selections. This is an execution role — it does not set project budgets, negotiate vendor terms, or make selection decisions; those remain with the Estimator, Lead Designer, and Project Manager. It is trusted to order correctly against approved selections, catch discrepancies before they reach a jobsite, maintain an organized and accurate warehouse, and exercise first-line judgment about what to resolve and what to escalate. Excellence looks like this: nothing reaches a jobsite late, short, or wrong; the selections sheet communicates status without anyone having to ask; and Production never loses a day waiting on material.

Requirements

• 3+ years of experience in residential design/construction and/or inventory, purchasing, or receiving.
• Familiarity with high-end architectural finishes.
• Clear communication skills in person and over the telephone.
• Meticulous proofreading and quality-control practices.
• Decisive problem-solving and exceptional organizational habits.
• Proficiency with spreadsheets, Buildertrend, and Google Workspace; comfort using AI tools to increase capacity.
• Proficiency with a pallet jack and hand truck.
• Ability to routinely lift and carry loads up to 50 pounds.
• Valid driver’s license with a clean driving record.

Nice To Haves

• Related titles: Purchasing & Inventory Coordinator, Materials Coordinator, Purchasing Agent

Responsibilities

• Serve as the primary point of contact for the purchasing, receiving, and distribution of project selections — including but not limited to windows, doors, cabinetry, fixtures, hardware, and finishes.
• Verify selection completeness, accuracy, and availability with the Lead Designer and Estimator before placing an order.
• Create accurate purchase orders and bills so that committed costs align with the project budget.
• Track lead times and flag long-lead items to the Estimator and Project Manager early enough to protect the schedule.
• Escalate pricing variances, substitutions, and scope questions to the Estimator rather than resolving them independently.
• Receive and check in all incoming material against the purchase order and the approved selection.
• Perform quality-control inspection at delivery: correct item, correct quantity, no damage, complete hardware and components.
• Document discrepancies immediately and drive claims, returns, and replacements to resolution with the vendor.
• Confirm receipt status in the shared selections log the same day material arrives.
• Maintain a clean, safe, and accurately inventoried warehouse of high-end finishes.
• Stage material by project so that a delivery can be pulled without a search.
• Maintain inventory records for stored selections and reconcile physical inventory against the log on a defined cadence.
• Operate a pallet jack and hand truck safely; keep aisles, racking, and staging areas clear.
• Deliver selection packages to jobsites in a Red House vehicle according to Production’s schedule.
• Coordinate delivery timing with the Project Manager and Lead Carpenter so material arrives when the site is ready to receive it.
• Perform quality-control checks and maintain an inventory of selections held on each jobsite.
• Operate the company vehicle safely and maintain a clean driving record.
• Document selection status at each step of the procurement process in the shared spreadsheet.
• Maintain a log of warranty, replacement and missed purchases.
• Maintain trade account relationships with Red House vendors courteously and professionally.
• Keep vendor contact, account, and pricing documentation current and accessible to the Design team.
• Generate purchase orders and bills matching the amount and scope of purchased goods to streamline bookkeeping.
• Process credit bills for returned items.

Benefits

• Hourly rate: $24 – $30/hour, commensurate with experience.
• 401(k) Retirement Plan: Eligible on the first quarterly entry date following six months of continuous service; includes the company Safe Harbor match.
• Profit Sharing: Eligible for Red House’s company-wide Gross Profit Share Plan after six months of continuous employment, calculated on regular hours worked, longevity, and company profitability goals.
• Professional Development Fund: Eligible for approved courses and training up to an annual allowance equivalent to one week of pay.
• Provided for business use: company vehicle during business hours, computer.
• Culture & perks: modern Providence design studio, company-sponsored lunch on Tuesdays, dog-friendly workspace, and espresso bar.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: No Education Listed