Purchasing and Procurement Manager

The Purchasing and Procurement Manager is responsible for leading all procurement activities across the company, ensuring timely, cost-effective purchasing of equipment, materials, parts, subcontracted services, and rentals while maintaining strong vendor relationships and purchasing controls. This role will drive pricing improvements, reduce job-cost leakage, improve inventory/warehouse effectiveness, and support accurate job costing through disciplined PO and receiving processes.

The ideal candidate is highly organized, vendor-savvy, and understands the urgency and pace of the HVAC/service/project environment while still enforcing the process needed to protect margin and improve visibility.

• Source and purchase HVAC/building automation equipment, materials, and parts for service and project work.
• Build and maintain strong relationships with key manufacturers and distributors (OEMs, wholesalers, controls vendors).
• Negotiate pricing, terms, rebates, freight, return policies, and delivery expectations to improve gross margin.
• Develop and maintain an approved vendor list and purchasing standards aligned with company goals.
• Monitor vendor performance (lead times, order accuracy, pricing compliance, returns, credits) and resolve issues.

• Own and enforce the PO process across the organization, ensuring purchases are properly authorized and tied to the correct job/cost code.
• Work closely with operations leaders to ensure purchasing workflows remain efficient and responsive to field needs.
• Create and manage blanket PO programs (truck stock, recurring vendor purchases, service parts) where appropriate.
• Establish and maintain clear policies for emergency purchases, confirming POs, and field buying controls.
• Ensure all purchases are properly coded to jobs and cost categories to support accurate job costing and profitability reporting.
• Partner with Accounting/AP on invoice matching (PO/invoice/receipt), dispute resolution, and vendor statement reconciliation.
• Assist in forecasting and visibility of committed costs through open PO tracking.
• Support warranty, return, and credit processes to ensure credits are captured and applied correctly.

• Maintain optimal stocking levels and ordering practices to reduce shortages and minimize obsolete inventory.
• Implement min/max levels, reorder points, and cycle counts.
• Coordinate receiving processes, ensure packing slips are captured, and discrepancies are resolved quickly.
• Work with warehouse personnel to ensure organized storage and efficient distribution to field teams.
• Identify opportunities to standardize parts, equipment, vendors, and ordering practices to reduce cost and complexity.
• Develop purchasing and receiving SOPs and provide training for PMs, service managers, and field technicians.
• Provide monthly reporting on spend, savings, vendor performance, PO compliance, open POs, and purchasing KPIs.

• 5+ years of purchasing/procurement experience in HVAC, mechanical contracting, building automation, construction trades, or related industries.
• Strong knowledge of HVAC equipment, parts, materials, subcontracted services, and project/service purchasing needs.
• Experience managing POs, vendor relationships, pricing negotiations, and purchasing controls.
• Excellent organization, communication, and problem-solving skills.
• Ability to work in a fast-paced environment and balance urgency with accuracy and process discipline.
• Strong proficiency in Excel and purchasing/job costing workflows.

• Experience with inventory management and warehouse operations.
• Experience with ERP/accounting and field service platforms (Service Titan and Sage Intacct experience is a plus).
• Understanding of job costing structure, cost codes, and committed cost tracking.
• Familiarity with rebate programs, vendor agreements, and pricing structures in the HVAC supplier ecosystem.
• Strong negotiation skills and vendor presence
• High attention to detail, consistent follow-through
• Ability to implement processes without slowing operations
• Accountability mindset — “If it’s ordered, we can track it”
• Comfortable interfacing with field…