Purchasing & Support Coordinator

Job Title: Purchasing & Support Coordinator
Position Type: Full-Time, Remote

Working Hours: U.S. client business hours (with flexibility for evenings/weekends depending on client support needs.

About the Role

Pavago is hiring a Purchasing & Support Coordinator on behalf of a client in a project-driven, operations-heavy environment. This role is responsible for ensuring materials are ordered accurately, delivered on time, and tracked correctly so projects stay on schedule and within budget.

You will work closely with the Project Manager, vendors, and field teams to coordinate purchasing, manage documentation, and proactively flag risks or delays. This role is ideal for someone who is highly organized, bilingual (English & Spanish), detail-oriented, and thrives on bringing structure and calm to busy operations.

Responsibilities

• Coordinate and place material orders based on approved takeoffs and project schedules
• Communicate with vendors to confirm pricing, availability, lead times, and delivery timelines
• Schedule and coordinate material deliveries and pickups to align with jobsite and crew schedules
• Track open orders and proactively resolve backorders, substitutions, or delivery delays
• Immediately flag risks, discrepancies, or delays that may impact project timelines or budgets
• Maintain organized purchasing records by project
• Collect, verify, and upload all material receipts into Aspire by project and cost category
• Ensure receipts are assigned to the correct job and cost code for accurate job costing
• Identify and report missing receipts, pricing discrepancies, or potential cost overruns
• Support the Project Manager with administrative tasks such as research, data entry, reporting, and document organization
• Assist with task follow-ups, reminders, and coordination
• Serve as a liaison between vendors, the Project Manager, and internal or field teams
• Communicate clearly and professionally in both English and Spanish
• Ensure all purchasing, delivery, and administrative communications are documented clearly and consistently

What Makes You a Perfect Fit

• You are highly organized and detail-oriented
• You are proactive and flag issues before they become problems
• You communicate clearly and confidently with vendors and internal teams
• You take ownership and follow through without needing constant reminders
• You are comfortable working in a fast-paced, project-based environment
• You enjoy reducing stress for managers and owners through strong coordination

Required Experience & Skills (Minimum)

• Strong verbal and written communication skills in English and Spanish
• Experience coordinating purchasing, vendor communication, or project support activities
• Strong organizational and time-management skills
• High attention to detail and accuracy
• Ability to manage multiple priorities simultaneously
• Proactive, problem-solving mindset

Ideal Experience & Skills

• Experience in construction, landscaping, or other project-based environments
• Familiarity with job costing or purchase tracking
• Experience using Aspire or similar project management / job costing software
• Strong Excel skills for tracking, reconciliation, and reporting

What Does a Typical Day Look Like?

• Review upcoming project schedules with the Project Manager
• Confirm required materials, quantities, and timelines
• Contact vendors to confirm pricing, availability, and lead times
• Place material orders and coordinate delivery or pickup schedules
• Track open orders and follow up with vendors throughout the day
• Proactively resolve or escalate backorders, substitutions, or delivery delays
• Collect and upload material receipts into Aspire with correct job and cost codes
• Support the Project Manager with administrative tasks, research, and coordination
• Communicate updates clearly to vendors, field teams, and internal stakeholders
• End the day with organized records and confirmed next steps

Key Metrics for Success (KPIs):

• Materials ordered and delivered on time with correct quantities
• Proactive notification of delays or risks without manager follow-up
• Accuracy and timeliness of receipt uploads and cost coding in Aspire
• Well-organized purchasing and project records
• Reduced coordination burden for the Project Manager and owners

Interview Process:

1. Initial Phone Screen
2. Video Interview with Pavago Recruiter
3. Practical Task (e.g., handle 3 simulated tickets via email/chat)
4. Client Interview with Support/Operations Leadership
5. Offer & Background Verification

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