At Haynes Mechanical Systems, we have spent over 58 years building a company that we can be proud of - a company that focuses on working together with our customers to provide solutions to their heating, ventilation, and air conditioning needs.

We are a fast-growing commercial HVAC, building automation, and energy services company. Our culture exemplifies achieving excellence in everything we do. We are collaborative and work towards the best result for our customers. Our culture is based on four ideals: family-owned, focus on our associates, dedication to our customers, and continuous improvement.

With locations in Denver, Fort Collins, Colorado Springs, and Phoenix, we have many opportunities for advancement.

COMPETITIVE BENEFITS PACKAGE:

• Comprehensive Medical, Dental, Vision plus employer contributions
• 401K - Matched
• Paid Time Off
• Paid Holidays
• Employee Assistance Program
• Tuition Reimbursement
• Gym and Fitness Reimbursement
• Rideshare and Taxi Vouchers
• Company Events and Awards
• AND MORE!!

POSITION SUMMARY:

The Purchasing Coordinator is responsible for the full scope of daily warehouse and procurement operations in a small warehouse environment. Operating as the sole warehouse employee, this individual manages all aspects of the facility independently — from ordering materials and managing vendor relationships to picking, packing, receiving, processing returns, maintaining inventory accuracy, and conducting cycle counts. This role requires a highly self-motivated, organized, and detail-oriented individual who thrives working autonomously and takes full ownership of warehouse and purchasing functions.

CORE RESPONSIBILITIES:

Purchasing & Procurement

• Issue and manage purchase orders based on inventory needs, demand review, and internal requests
• Source suppliers and negotiate pricing, terms, and lead times to ensure cost-effective procurement
• Maintain and strengthen vendor relationships while staying current on product availability, pricing changes, and promotions
• Request and analyze bids; evaluate vendor capacity and delivery performance
• Expedite rush or unscheduled orders to meet urgent field or operational needs
• Reconcile purchase orders and invoices with accounting/billing; resolve discrepancies in a timely manner
• Ensure contracted pricing is honored and flagged when discrepancies arise

Vendor & Returns Management

• Initiate and manage vendor return authorizations (RMAs) for defective, incorrect, or excess items
• Communicate directly with vendors to coordinate return logistics, credit processing, and replacement orders
• Track return status through resolution and ensure credits are applied correctly
• Restock and accurately shelve returned items that are returned to inventory

Warehouse Operations

• Pick and pack orders accurately and efficiently to fulfill internal or customer requests
• Receive incoming shipments, inspect for accuracy and damage, and enter into the inventory tracking system
• Maintain an organized, clean, and safe warehouse with clear labeling, bin locations, and logical product placement
• Stage and store materials to maximize space utilization and accessibility
• Operate a forklift for receiving, stocking, and material movement as needed

Inventory Management & Cycle Counts

• Conduct scheduled cycle counts per established program and reconcile any discrepancies
• Maintain accurate inventory records through consistent system updates and disciplined handling procedures
• Monitor inventory levels to prevent stockouts or overstock situations
• Identify slow-moving, excess, or obsolete inventory and flag for disposition
• Ensure frequently used materials are consistently stocked and available

Systems & Process Compliance

• Enter all receiving, purchasing, and inventory transactions accurately and promptly into ERP/inventory systems
• Adhere to all established purchasing, receiving, and inventory procedures
• Support continuous improvement of warehouse and procurement processes
• Maintain documentation and records in an organized, audit-ready manner

Safety & Facility

• Follow all warehouse safety procedures and company policies
• Conduct regular self-inspections of the warehouse environment and address hazards proactively
• Ensure proper use of all equipment in compliance with OSHA and company safety standards
• Maintain cleanliness and order throughout the facility at all times

REQUIREMENTS & QUALIFICATIONS:

• 3–5 years of experience in warehouse operations, purchasing, or a combined role
• Experience with purchase order creation, vendor communication, and procurement processes
• Proficient in MS Office Suite (Word, Outlook, Excel) and inventory/ERP tracking systems
• Forklift experience required; certification preferred
• Strong organizational skills with the ability to prioritize and manage multiple tasks independently
• Excellent attention to detail and commitment to inventory accuracy
• Strong verbal and written communication skills for vendor and internal interactions
• Self-starter who is comfortable working independently without direct supervision
• High school diploma or equivalent required; additional education or relevant certifications a plus
• Valid Driver's License required

Competencies

• Accountability & Ownership — Takes full responsibility for warehouse and purchasing outcomes; follows through on commitments
• Attention to Detail — Catches discrepancies in orders, shipments, and inventory before they become problems
• Problem Solving — Identifies issues and takes initiative to resolve them promptly and effectively
• Organizational Skills — Manages time, space, and priorities efficiently in a solo environment
• Vendor Relations — Builds and maintains positive, productive relationships with suppliers
• Technical Proficiency — Comfortable using inventory and purchasing software with accuracy
• Proactive Attitude — Anticipates supply needs, flags risks early, and keeps operations running smoothly
• Safety Mindset — Consistently models safe work habits and maintains a hazard-free environment

Physical Demands & Work Environment

The physical demands described below are representative of those required to successfully perform the essential functions of this role:

• Ability to stand for extended periods throughout the workday
• Ability to lift up to 50 lbs from floor to waist height
• Ability to lift up to 25 lbs overhead
• Ability to carry up to 50 lbs for short distances (up to 10 feet)
• Ability to climb ladders and work with arms above head for brief periods
• Ability to operate standard computer equipment and enter data accurately
• Work is performed in a warehouse environment with variable temperatures and conditions