Purchase Order Administrator

Use your excellent communication and smooth phone skills to setup purchase orders. The Purchase Order (PO) Administrator is in constant connection with field technicians to issue purchase orders for field purchases.  He/she issues POs for all Service divisions following established guidelines and procedures. 

Location: Richmond, VA (ColonialWebb corporate headquarters)

Full-time, Monday through Friday (7 AM – 4 PM)

What you’ll do

1. Accept PO calls and emails from technicians and issue purchase orders.
2. Research and resolve PO errors (main contact for AP when no PO number is available).
3. Review PO On-Hold Report, resolve/research discrepancies, and approve for payment as applicable.
4. Provide purchasing reports as required.
5. Resolve AP discount report.
6. Pre-order material from vendors upon coordinator/technician request.
7. Order PM materials (that are based in Penta) for OUs in advance of PM month due and coordinates delivery or pick up.
8. Direct key work order invoices for No-PO vendors as required.
9. Assist AP in processing discount invoice queue, discount reporting and processing of discount check runs.
10. Answer AP phone and respond to all inquiries as needed
11. If lengthy research is required, take messages and pass to person responsible for that vendor
12. All responses should be done on 24 hour turnaround basis
13. Enter alphabetic, numeric, or symbolic data from source documents into computer following the data entry format displayed on screen
14. Communicate with vendors and maintain positive vendor relationships
15. Maintain data entry logs, files, and other documentation as required
16. Re-enter data in verification format on the terminal screen to detect errors. Delete incorrectly entered data
17. Run reports, research and resolve discrepancies

What we’re looking for

1. Purchase Order or Accounts Payable skills and experience.
2. Experience working for a service contractor is preferred, but not required.
3. Strong customer service skills and phone presence.
4. Strong verbal and written communication skills.
5. Positive, can-do attitude and professional demeanor.
6. High school diploma or equivalent
7. Ability to deal diplomatically and communicate effectively with internal and external customers
8. Ability to enter data with attention to detail, accuracy, and speed
9. Technological proficiency to include basic Excel and account software skills.
10. Ability to work without direct supervision
11. Capable of maintaining a high energy level to handle our dynamic, fast-paced workload
12. Ability to interact with vendors and provide assistance to other departments.
13. Ability to work from dual monitor screens and answer phone calls for long periods of time
14. Pass a criminal background check, credit record check, and drug screen

What we’ll offer you

• Competitive wages.
• 401(k) plan with a generous company match
• Medical, dental, vision, and Rx drug insurance
• Life and accidental death insurance
• Short and Long-Term disability insurance
• Personal Leave, Paid Holidays, and Bereavement Leave
• Opportunities for career growth, training and development
• Tuition reimbursement
• Employee referral incentives
• Scholarship program for employees’ children
• Discounts at major cell phone, computer, and automotive companies.
• Rallies, picnics, celebrations, cook-outs, and food truck Tuesdays!
• And so much more…

Who we are

ColonialWebb is a Mid-Atlantic leader of superior engineering, construction, installation and service of mechanical systems. For over 40 years we have provided practical and innovative mechanical solutions.  As a Comfort Systems USA company, we are strengthened by a nationwide network of mechanical contractors and prepared to build, service, or retrofit any commercial or industrial mechanical, HVAC, refrigeration, electrical, plumbing, water solution, or process piping system. 

Apply online at www.ColonialWebb.com/careers.EOE M/W/Disability/Vets