Purchase Order Processor

at  Polk Mechanical Company LLC

Job Overview: The Purchase Order (PO) Processor is responsible for managing the purchase order process from creation to completion. This role involves coordinating with various departments, vendors, and stakeholders to ensure timely and accurate procurement of goods and services. The PO Processor plays a crucial role in maintaining the efficiency and effectiveness of the supply chain operations.

QUALIFICATIONS:

• Education:
• Bachelor’s degree in Business Administration, Supply Chain Management, or related work experience in field preferred.
• Experience:
• Previous experience in procurement, supply chain, or a related field is preferred.
• Experience with procurement software and ERP systems is a plus.
• Skills:
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Effective communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Ability to work independently and as part of a team.

PHYSICAL REQUIREMENTS:

• Ability to sit for extended periods and perform computer-based tasks.

• Purchase Order Creation:
• Create and process purchase orders in the procurement system based on material and parts requests from technicians and managers and based on approved customer quotes, which include suppliers and/or subcontractors quotes.
• Accurately associate purchase orders with work orders, projects or indirect costs.
• Timely and accurate communication of purchase order numbers back to Polk employees and or suppliers and subcontractors.
• Ensure accuracy of order details, including quantities, prices, and delivery schedules.
• Issue purchase orders with T&C, quantities, prices, and delivery schedules to suppliers and/or subcontractors.
• Vendor Coordination:
• Communicate with vendors to confirm order details, delivery schedules, and any special requirements.
• Resolve any issues or discrepancies related to purchase orders with vendors.
• Order Tracking and Management:
• Monitor the status of open purchase orders to ensure timely delivery of goods and services.
• Update and maintain accurate records of purchase orders in the procurement system.
• Manage timely resolution of purchase orders with related supplier and or subcontractor AP invoices, including required supporting documentation
• Documentation and Compliance:
• Ensure all purchase orders comply with company policies and procedures.
• Maintain organized and complete documentation for all purchase orders, including confirmations, invoices, and delivery receipts.
• Invoice Reconciliation:
• Collaborate with the finance department to resolve open supplier/subcontractor invoices.
• Resolve any discrepancies between purchase orders and AP invoices in a timely manner.
• Reporting and Analysis:
• Generate reports on purchase order status, vendor performance, and other procurement metrics.
• Analyze data to identify trends, potential issues, and opportunities for improvement in the procurement process.
• Stakeholder Communication:
• Work closely with internal stakeholders, including finance, technicians, project managers, billing and other operations teams, to ensure alignment on needs and priorities.
• Provide regular updates on the status of purchase orders and any potential delays or issues.
• Continuous Improvement:
• Identify and recommend process improvements to enhance the efficiency and effectiveness of the purchase order process.
• Participate in training and development activities to stay current with industry best practices and procurement technologies