Purchaser's Assistant

Company BackgroundWe are 30+ (and growing) market-leading operating companies that deliver unmatched HVAC, mechanical, refrigeration, plumbing, and electrical solutions. We are actively building the nation’s preferred technical service partnership for commercial MEP+ ecosystems, empowering industrial, commercial, and institutional clients—including Fortune 500 companies and other industry leaders across the United States—with reliable, innovative service. Learn more about us at www.kelso-industries.comAssistant Purchaser I supports the Purchasing and Fleet functions by coordinating materials, equipment, vendor documentation, and fleet‑related activities to ensure smooth and efficient project execution. This role works closely with the Purchasing Manager, Project Managers, Project Coordinators, and field teams to ensure material orders are accurate, timely, and properly documented, while also assisting with day‑to‑day fleet operations.In this position, the individual helps track vehicle and equipment availability, supports maintenance and compliance activities. Through strong organization, attention to detail, and clear communication, Assistant Purchaser I contributes to cost control, reduced downtime, accurate recordkeeping, and reliable support of field operations from project startup through closeout.📌 Key ResponsibilitiesPurchasing Support & CoordinationAssist the Purchasing Manager with sourcing, pricing, and ordering materials for assigned projects.Prepare and issue purchase orders in accordance with approved budgets, scopes of work, and project schedules.Coordinate with vendors and suppliers to confirm pricing, availability, lead times, and delivery schedules.Track material orders from placement through delivery, proactively identifying and communicating potential delays.Distribute purchase order confirmations and delivery details to Project Managers, Project Coordinators, and field teams.Vendor & Pricing ManagementMaintain current vendor contact information, pricing agreements, and lead times.Request updated pricing and quotes from vendors as needed to support estimating and project execution.Assist in evaluating vendor performance related to pricing accuracy, delivery reliability, and quality.Documentation & System ManagementSet up and maintain purchasing records within BuilderTrend, NetSuite, or other internal systems.Upload purchase orders, vendor quotes, packing slips, and invoices to the appropriate project files.Coordinate with the Purchasing Manager to resolve invoice discrepancies, pricing issues, or receiving questions.Project & Team SupportSupport Project Managers and Project Coordinators by providing purchasing status updates and documentation.Assist with material takeoffs or quantity verification as directed.Coordinate returns, backorders, and material transfers between projects when required.🚚 Fleet OperationsMaintenance & RepairsOversee daily management of company vehicles, equipment, and trailers.Maintain accurate fleet inventory recordsEstablish and manage preventive maintenance programs for all fleet assets.Schedule and track routine service, inspections, repairs, and warranty work.Coordinate with vendors and dealerships to ensure timely repairs.Maintain maintenance records and ensure all work is properly documented.Identify chronic issues and implement corrective actions to reduce recurring repairs and downtime.Compliance & SafetyManage vehicle registrations, inspections, emissions testing, and licensing requirements.Track and maintain driver records, certifications, and fleet safety documentation.Investigate vehicle incidents and accidents; coordinate repairs, reporting, and insurance documentation.Cost ManagementManage relationships with service vendors, leasing companies, fuel providers, and parts suppliers.Review invoices for accuracy and ensure costs align with agreements and budgets.Track and analyze fleet operating costs including fuel, maintenance, repairs, and downtime.Identify cost‑reduction opportunities while maintaining safety and reliability standards.Systems & ReportingSupport leadership with data‑driven insights and recommendations related to fleet performance.Continuous ImprovementIdentify opportunities to improve purchasing workflows, documentation consistency, and vendor communication.Assist with maintaining standardized purchasing processes and templates.Support special purchasing-related projects and administrative tasks as assigned.Maintain standardized fleet policies, procedures, and documentation.Identify process improvements to improve efficiency, compliance, and cost control.Support special projects related to fleet expansion, system implementation, or operational improvements.✅ QualificationsHigh school diploma or equivalent required; associate degree or coursework in construction, business, or supply chain preferred1–3 years of experience in a purchasing, administrative, or construction support role preferred1–3 years of experience in fleet management, equipment management, or related operations role preferredStrong understanding of vehicle maintenanceExperience working with fleet management softwareBasic understanding of construction materials, terminology, and workflows is preferredStrong organizational skills and attention to detailProficiency in Microsoft Office Suite; experience with BuilderTrend, NetSuite, Procore, or similar systems is a plusStrong written and verbal communication skillsAbility to manage multiple priorities and meet deadlines in a fast-paced environment💼 Compensation & BenefitsCompetitive hourly rate (DOE)Paid vacation, holidays, and sick leaveMedical, dental, and vision insuranceCompany-paid life insurance401(k) planWhy Join Us?We’re committed to attracting talented individuals who seek a company with a strong foundation of success and an outstanding culture. We proactively provide competitive compensation, comprehensive benefits, and clear pathways for career advancement with autonomy and flexibility in an entrepreneurial environment.Learn more about us at www.kelso-industries.comWe celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate in any aspect of employment on the basis of race, color, religion, national origin, ancestry, gender, sexual orientation, gender identity and/or expression, age, veteran status, disability, or any other characteristic protected by federal, state, or local employment discrimination laws where Kelso does business.