MISSION

Serve as the reliable first point of contact for purchase order inquiries by accurately capturing requests, routing them to authorized procurement personnel, and supporting timely, controlled procurement processing.

OUTCOMES

1.     Manage the PO Hotline & Customer Intake - Answer incoming PO hotline calls and inquiries, provide courteous assistance, identify the nature and urgency of each request, and maintain a consistent point of contact.

a.     KPI: Hotline inquiries are acknowledged and logged promptly and professionally.

b.     KPI: Calls and requests are directed or escalated within established service expectations.

c.     Competencies:

Customer Service; Communication; Responsiveness; Professionalism.

2.     Capture & Maintain Accurate PO Requests - Record requester, vendor, project or department, requested amount, request type, needed date, and supporting details in approved tracking systems.

a.     KPI: Request records are complete, accurate, and current.

b.     KPI: Missing or conflicting information is identified and followed up before routing.

c.     Competencies:

Attention to Detail; Documentation; Organization; Accuracy.

3.     Route Requests & Protect Approval Controls - Direct inquiries to the appropriate Procurement Specialist, processing team member, or Procurement Manager using established workflows and approval levels.

a.     KPI: Requests are routed to the correct owner without avoidable rework.

b.     KPI: No PO approvals, purchasing commitments, or exceptions are made outside assigned authority.

c.     Competencies:

Process Discipline; Judgment; Integrity; Accountability.

4.     Coordinate Follow-Up & Procurement Support - Track request status, communicate routing updates, follow up with stakeholders, and assist Procurement Specialists and the Procurement Manager with administrative tasks.

a.     KPI: Open requests and follow-up actions remain visible and current.

b.     KPI: Urgent, stalled, or exceptional requests are escalated promptly.

c.     Competencies:

Collaboration; Follow-Through; Prioritization; Teamwork.

5.     Improve Hotline Service & Build Procurement Capability - Identify recurring inquiries and process gaps while developing knowledge of purchasing procedures, vendor documentation, confidentiality, and procurement systems.

a.     KPI: Tracking accuracy, responsiveness, and service consistency improve over time.

b.     KPI: Assigned learning objectives and process improvement opportunities are completed.

c.     Competencies:

Learning Agility; Continuous Improvement; Discretion; Initiative.

Minimum Qualifications

• Associate's degree in Business Administration, Supply Chain Management, Finance, or related field preferred; equivalent relevant experience accepted.
• 2–4 years of experience in procurement, purchasing, supply chain, inventory management, or cost analysis.
• Experience in construction, HVAC, mechanical contracting, or a related industry preferred.
• Strong proficiency in Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, formulas, and data analysis.
• Experience working with purchasing systems, ERP software, and inventory management platforms.
• Understanding of purchase orders, vendor pricing, purchasing agreements, and procurement processes.
• Ability to analyze purchasing trends, identify cost-saving opportunities, and prepare financial reports.
• Strong organizational skills with attention to accuracy and detail.
• Effective communication and negotiation skills.
• Ability to manage multiple priorities and meet deadlines.

Essential Job Responsibilities

1. Analyze purchasing data to identify cost-saving opportunities and improve procurement efficiency.
2. Monitor vendor pricing, lead times, product availability, and purchasing trends.
3. Evaluate supplier performance related to cost, quality, delivery, and reliability.
4. Support purchasing activities for HVAC, mechanical, BAS, and service operations.
5. Review purchase orders and purchasing records for accuracy and compliance with company procedures.
6. Assist with vendor negotiations, pricing comparisons, and contract evaluations.
7. Work with Operations, Project Management, Warehouse, Finance, and other departments to forecast material requirements.
8. Track procurement-related KPIs and provide regular reporting to leadership.
9. Identify opportunities to consolidate purchases and improve vendor relationships.
10. Assist in maintaining accurate inventory and purchasing records.
11. Support budget management by identifying material cost variances and purchasing inefficiencies.
12. Ensure procurement activities follow established company approval processes.

Preferred Qualifications

• Bachelor's degree in Supply Chain Management, Business, Finance, or related discipline.
• Experience purchasing HVAC equipment, mechanical materials, controls, or construction supplies.
• Knowledge of construction project budgets, job costing, and material forecasting.
• Familiarity with vendor contracts and supplier performance management.
• Experience with business intelligence tools such as Power BI.
• Certified Professional in Supply Management (CPSM) or similar certification.

Recommended Performance Metrics

KPI

Suggested Measurement

Procurement Cost Savings

Documented savings against comparable baseline pricing

Purchase Order Accuracy

98% or greater

Vendor On-Time Delivery

95% or greater

Purchase Price Variance

Actual costs compared to approved budgets

Supplier Performance

Quarterly vendor evaluations

Procurement Reporting

Accurate monthly reports delivered on schedule

Purchasing Compliance

100% adherence to approval requirements

Medical and Insurance Benefits

• Medical Insurance: ModernControls pays 100% of the medical insurance premium for eligible employees and their covered spouses and dependent children.
• Health Savings Account (HSA): Employer contributions of approximately $500 annually for individual coverage and $1,000 annually for family coverage.
• Life Insurance: Company-provided $50,000 life insurance policy.
• Short-Term Disability (STD): Disability coverage available through Principal, subject to plan eligibility and provisions.
• Paid Family and Medical Leave (PFML): Company-paid coverage for eligible employees in Delaware and Maryland, subject to applicable state requirements and plan terms.

Retirement Benefits

401(k) Retirement Plan with Safe Harbor Employer Match

ModernControls contributes:

• 100% of the first 3% of eligible employee contributions.
• 50% of the next 2% of eligible employee contributions.

This provides a maximum employer contribution of 4% when an employee contributes 5% of eligible compensation.

Paid Time Off

For eligible non-union employees:

• 120 hours (15 days) of PTO annually.
• PTO is front-loaded each January 1.
• New employees become eligible after 90 days.
• Up to 40 unused hours may carry over into the following year.

Union employees' time off and benefits may vary based on their applicable collective bargaining agreements.

Additional Benefits and Employee Programs

• Dental and vision insurance options.
• Paid company holidays.
• Long-term disability benefits.
• Tuition reimbursement for eligible positions.
• Professional development and training opportunities.
• Employee referral programs.
• Employee recognition awards, including Employee of the Month and safety recognition.
• Spot bonuses for exceptional performance.
• Internal career advancement opportunities.