Job Description
The Project Purchasing Coordinator (PPC) owns procurement and order operations for GoKeyless Build. Reporting to the Sales Operations Manager, this role manages the full pre-PO quote cycle, places and revises purchase orders, supports sales order revisions, maintains NetSuite item cost and procurement data integrity, and provides narrowly-scoped sales operations execution support to the Build team.
This is a high-coordination, high-accuracy role at the intersection of Build (sales scope), Finance (procure-to-pay), and Care (project delivery). The work spans pre-PO RFQ management, PO and SO change orders, item cost maintenance against standards set by the Pricing Analyst, vendor coordination at the operational level, and sales operations support including quote-build assistance. Take-offs are a developmental responsibility with a 6 to 12 month ramp.
The seat explicitly excludes independent quote authority, pricing decisions, and SOM gate calls — those remain with the Sales Operations Manager and Pricing Analyst. The PPC executes within the framework those roles set.
Key Responsibilities Manage the Pre-PO Quote Cycle - Run vendor RFQs on active Build deals against AE/SOM-driven opportunities — request quotes, follow up, and document outcomes.
- Source and document vendor quotes — confirm program-tier pricing, project registration discounts, and any partner-specific eligibility before proposing costs.
- Maintain quote-to-PO traceability — every PO is linked back to its source quote so cost variance is attributable and auditable.
- Surface vendor-side patterns to the Sales Operations Manager — recurring quote delays, pricing drift, or program-tier exceptions worth attention.
Own Hardware Purchase Orders and Order Revisions
- Place hardware purchase orders for Project Sales — accurate SKUs, quantities, configurations, terms, and vendor part numbers against the approved SOW.
- Own PO revisions, change orders, and vendor-side adjustments — every change documented, approved, and reconciled against the original quote.
- Support SO revisions tied to scope or material changes — sales order edits processed cleanly with full data integrity and downstream coordination.
- Manage vendor coordination at the operational level — confirmation, expediting, exception handling, and order fulfillment.
- Resolve vendor exceptions efficiently — backorders, substitutions, shipping discrepancies, and quality issues with a clear paper trail.
Maintain NetSuite Item Cost and Procurement Data Integrity
- Maintain item cost data proactively per standards set by the Pricing Analyst — not just post-project reconciliation.
- Maintain vendor master data accuracy — terms, contacts, lead times, and compliance documentation.
- Reconcile quoted costs to actual costs post-project — feed variance data to the Pricing Analyst for variance analysis.
- Support 3-way match (PO / receipt / invoice) coordination with the Warehouse Operations Manager on receiving and the AP Specialist on invoice processing.
- Maintain audit-ready procurement records — POs, vendor confirmations, receipts, and invoice matching documentation.
Provide Sales Operations Execution Support
- Provide quote-build assistance — item lookups, vendor data, and configuration validation in support of AE, SAE, BDM, and TDR quote work.
- Support take-offs as a developmental capability — willingness to learn; assists on take-offs as capacity allows over a 6 to 12 month ramp.
- Excludes: independent quote authority, pricing decisions, and SOM gate calls — those remain with the Sales Operations Manager and Pricing Analyst.
Own Project Procurement Timelines and Cross-Pillar Coordination
- Own the procurement timeline for every Project Sale — receipt confirmed before installation date, no exceptions.
- Coordinate with the Customer Operations Manager and Project Manager on procurement-affected schedules — flag delays in time to adjust installation timelines.
- Coordinate with the Warehouse Operations Manager on receiving — confirmed receipt is a Build → Care intake gate input.
- Coordinate with manufacturer partner operations teams — dormakaba, Allegion, ASSA ABLOY, RemoteLock, and others — on order-level execution.
Qualifications
Must-Haves:
- 2+ years in procurement, purchasing, buyer, or order management roles — demonstrated ability to execute high-volume PO processing accurately in a project-based environment.
- Hands-on experience with vendor RFQ management — sourcing quotes, documenting, and tracking quote-to-PO traceability.
- Working knowledge of vendor management, terms negotiation, and procure-to-pay flow.
- Strong attention to detail — PO accuracy, item cost integrity, and 3-way match discipline are non-negotiable.
- Proficiency with NetSuite or comparable ERP for purchasing and procurement; strong Excel skills.
- AI fluency: Demonstrated experience using AI tools to improve productivity, vendor research, and procurement workflows. Genuine curiosity about emerging AI capabilities and a commitment to continuously expanding their application in daily workflows.
Preferred:
- Experience in the security access, hardware, or commercial building solutions industry.
- Background in a VAR, distribution, or project-based fulfillment environment.
- Familiarity with manufacturer partner programs (dormakaba, Allegion, ASSA ABLOY, RemoteLock) at the operational level.
- Exposure to take-off work or willingness to learn over a 6 to 12 month ramp.
Education
- Associate's or Bachelor's degree in Business, Supply Chain, or a related field preferred; or equivalent experience demonstrating proficiency in procurement and vendor coordination.
Attributes
- Detail-oriented — Treats every PO, SO revision, and item cost record as a control point; accuracy is the standard, not the goal.
- Dependable — Consistently delivers accurate, on-time procurement work — projects are counting on the receipt date.
- Proactive — Anticipates supply issues, vendor delays, and exceptions; flags risks early rather than reacting late.
- Cross-functional — Coordinates effectively with Sales Operations, Pricing Analyst, Warehouse Operations Manager, AP Specialist, and Customer Operations Manager.
- Vendor-savvy — Builds professional working relationships with manufacturer operations teams — clear communication, fair expectations, mutual respect.
- AI-forward — Actively embraces AI as a tool for competitive advantage. Doesn't wait to be told — proactively identifies opportunities to apply it within the function.
Why Join GoKeyless?
- Impact — Your accuracy, coordination, and quote-cycle discipline directly determine whether Build closes profitable projects and Care receives them on time.
- Growth — Build a foundation across procurement, vendor management, and sales operations — with developmental ramp into take-offs over time.
- Team — Work closely with the Sales Operations Manager and a high-performing Build team where your operations discipline is visible and valued.
- Benefits — Competitive salary, comprehensive health and 401k plans, recognition programs, and opportunities for career growth within the organization.
Compensation details: 50000-60000 Yearly Salary
PIdfd526f98b37-30492-40462097
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