Purchasing and Logistics Coordinator

Job Description

The Purchasing & Logistics Coordinator is responsible for supporting the day-to-day purchasing, inventory, receiving, allocation, and logistics coordination activities required to support Energy Toolbase's project deployments and operational material needs. This role creates and maintains purchase orders in Salesforce for both project-specific material orders and inventory stock orders, coordinates vendor order follow-up, receives inventory, maintains accurate inventory records, conducts cycle counts, allocates equipment to projects, and supports shipment preparation and logistics coordination.

This position supports the Supply Chain Manager by handling tactical purchasing, inventory, and logistics tasks so that supply chain leadership can focus on sourcing strategy, vendor management, process improvement, and higher-level planning. The role requires strong attention to detail, accurate data entry, solid communication skills, and the ability to coordinate with Project Managers, vendors, freight carriers, and internal operations teams.

Essential Duties and Responsibilities

Purchasing, Vendor Coordination, and Order Management

• Create, update, and maintain purchase orders in Salesforce for both project-specific material orders and inventory stock orders.
• Ensure purchase order details are accurate, including quantities, pricing, vendors, expected delivery dates, project associations, and supporting documentation.
• Coordinate with vendors and the Supply Chain Manager on order acknowledgements, lead times, shipment status, backorders, substitutions, and changes.
• Communicate purchasing updates, delays, and open issues to the Supply Chain Manager and affected Project Managers.

Inventory, Receiving, and Material Readiness

• Receive, inspect, label, organize, and store inbound materials while maintaining accurate inventory records in Salesforce or other designated systems.
• Maintain item quantities, locations, serial numbers, movement history, inventory locations, and related receiving documentation.
• Conduct scheduled cycle counts, compare physical inventory to system records, document discrepancies, and coordinate resolution with the Supply Chain Manager and Operations team.
• Allocate inventory to projects, stage, pick, kit, package, and prepare materials for shipment in coordination with Project Managers.
• Maintain a clean, organized, and accurate inventory storage area that supports project readiness and safe material handling.

Logistics, Documentation, and Cross-Functional Support

• Coordinate drop-ship, inbound, and outbound logistics with vendors, carriers, customers, Project Managers, and internal operations teams.
• Track shipments, confirm delivery details, and maintain proof of delivery, final shipping costs, tracking information, packing lists, labels, and related logistics records.
• Support direct-to-site delivery planning by confirming delivery information, project contacts, carrier requirements, access constraints, and shipment readiness.
• Maintain accurate operational records for purchase orders, receiving, inventory movements, shipments, product updates, SKUs, kits, BOMs, pricing information, and project allocations.
• Escalate shipment delays, damaged materials, inventory discrepancies, documentation gaps, or other issues requiring manager review.

Knowledge, Skills, and Abilities

• Strong attention to detail and commitment to accurate data entry.
• Strong organizational skills and ability to manage multiple open orders, shipments, and inventory tasks.
• Good written and verbal communication skills.
• Ability to follow documented procedures and identify when issues need escalation.
• Comfortable working in Salesforce, Microsoft Excel, Outlook, Word, and other business systems.
• Ability to coordinate with vendors, carriers, customers, and internal teams professionally.
• Basic understanding of purchasing, inventory control, receiving, shipping, or logistics.
• Ability to work independently while following established procedures.
• Positive, team-oriented attitude with a willingness to support both administrative and hands-on material handling tasks.
• Familiarity with renewable energy, energy storage systems, electrical equipment, or project-based operations preferred.

Education and Experience

• Associate degree or equivalent relevant experience required.
• 2+ years of experience in purchasing, logistics, inventory control, warehouse coordination, project coordination, order fulfillment, or related operations support preferred.
• Experience using Salesforce, ERP, CRM, inventory management, or purchasing systems preferred.
• Experience with shipping documentation, receiving, cycle counting, or warehouse organization preferred.
• Renewable energy, solar, battery storage, electrical equipment, or construction materials experience a plus.

Physical Requirements

• Standard office environment with regular work in inventory, warehouse, or stockroom areas.
• Ability to receive, inspect, organize, pack, and stage project materials.
• Ability to lift, carry, package, and move system components or boxed materials within company safety guidelines.
• Ability to stand, bend, reach, and perform hands-on material handling tasks as needed.