Purchasing Coordinator - NYC

Job Summary

The Purchasing Coordinator supports Facilities Operations by managing procurement activities, purchase requisitions, purchase orders, vendor communications, inventory control, and financial coordination. This position serves as a key resource for the procurement process, ensuring accurate documentation, cost-effective purchasing practices, and collaboration with Facilities Operations, Finance, Payroll, Accounts Payable, and Procurement teams.

Responsibilities:

Procurement & Purchasing Support
Process and maintain Facilities Operations purchase requisitions and purchase orders.
Serve as a primary resource for procurement-related activities within Facilities Operations and Facilities Administration.
Review procurement reports and identify discrepancies, variances, or unusual trends.
Review purchase requisitions to ensure appropriate documentation, account coding, approvals, and signatures are complete prior to processing.
Compare invoices against purchase orders to verify accuracy, completeness, and compliance with purchasing requirements.
Support vendor selection and procurement activities for both operating and capital expenditures.
Respond to vendor inquiries and assist in resolving procurement-related issues.
Maintain and update vendor records, including pricing, lead times, and performance information.
Support the maintenance of the Facilities Operations rotating vendor list.
Inventory & Storeroom Support
Support the Storeroom Manager with receiving activities, inventory control, and storeroom maintenance.
Order materials, supplies, equipment, and other items required by Facilities Engineering.
Assist in creating and processing purchase orders for a large hospital environment.
Monitor inventory levels and support cost-control initiatives.
Reconcile delivery shortages, overages, and damaged goods with vendors.
Maintain organized records of purchase orders, reports, invoices, contracts, and vendor communications.
Financial & Administrative Support
Assist with monthly close activities and management review processes.
Review and verify weekly payroll information for accuracy.
Work collaboratively with Payroll, Accounts Payable, Finance, and departmental leadership to ensure financial data accuracy.
Investigate and correct errors, inconsistencies, and discrepancies within financial records and reports.
Support Accounting with the resolution of invoice and payment discrepancies.
Identify opportunities for process improvement and collaborate with stakeholders to implement effective solutions.

Qualifications:

High School Diploma or GED required.
Minimum of one (1) year of experience in Purchasing, Accounts Payable, General Accounting, or a related field required.
Experience in a healthcare, facilities management, or hospital environment preferred.
Knowledge, Skills, and Abilities
Strong written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Excellent organizational and time-management skills.
Ability to adapt to changing priorities and business needs.
Demonstrated initiative, accountability, flexibility, and professionalism.
Strong analytical and problem-solving abilities.
Ability to work independently and collaboratively across departments.
Proficient with all Microsoft Office applications.
Oracle experience preferred.
Knowledge of procurement, inventory management, vendor relations, and financial reconciliation processes preferred.