Procurement and Operations Coordinator

About Us
We are one of New York City's leading glass and window contractors, specializing in residential, commercial, and landmark restoration projects. We are looking for a highly organized Procurement & Operations Coordinator to ensure materials are ordered accurately, projects stay on schedule, and our CRM remains up to date.
Position Summary
The Procurement & Operations Coordinator is responsible for managing material purchasing, coordinating with suppliers, supporting the estimating team, scheduling projects, and maintaining accurate procurement records within our CRM system. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple projects simultaneously.
Key Responsibilities
Procurement & Vendor Management
Source materials from approved suppliers.
Request and compare supplier quotations.
Negotiate pricing and delivery schedules whenever possible.
Place purchase orders accurately and on time.
Confirm all orders with suppliers.
Monitor production status and shipping schedules.
Follow up on delayed orders and resolve supplier issues.
Maintain strong relationships with vendors and manufacturers.
Track warranties, lead times, and supplier performance.
Order Management
Review project requirements before ordering.
Verify measurements, specifications, and quantities.
Coordinate custom glass, hardware, windows, doors, and specialty material orders.
Ensure all purchase orders match project specifications.
Communicate any discrepancies immediately.
Estimating Support
Obtain supplier pricing for quotes.
Assist estimators with material costs.
Maintain current supplier price lists.
Help identify cost-saving alternatives.
Track material cost changes.
Scheduling & Operations
Coordinate material deliveries with project schedules.
Schedule installations based on material availability.
Coordinate with technicians, project managers, and office staff.
Ensure jobs are ready before technician dispatch.
Update project timelines when deliveries change.
CRM Management
Maintain procurement records in the CRM.
Update purchase order statuses.
Upload supplier invoices and confirmations.
Record delivery dates and tracking information.
Keep project notes accurate and organized.
Generate procurement reports when requested.
Inventory & Cost Control
Monitor inventory levels.
Recommend stock replenishment.
Minimize waste and duplicate purchases.
Assist with inventory audits.
Track backordered materials.
Administrative Duties
Maintain supplier database.
Organize purchase documentation.
Assist Accounting with supplier invoices.
Ensure purchase records are complete.
Support Operations with procurement-related tasks.
Qualifications
Required
2+ years of purchasing, procurement, operations, or project coordination experience.
Excellent organizational skills.
Strong attention to detail.
Excellent written and verbal English communication.
Ability to prioritize multiple projects simultaneously.
Proficiency with CRM systems, Google Workspace, and Microsoft Office.
Strong Excel/Google Sheets skills.
Comfortable communicating with suppliers by phone and email.
Preferred
Experience in the construction, glass, window, or building materials industry.
Knowledge of purchase orders and vendor management.
Experience reading estimates or construction drawings.
Familiarity with ERP or procurement software.