Invoice Assistant Jobs in Texas (NOW HIRING)

The Purchasing Coordinator will manage the purchasing process from the time a technician or Service Manager requests a part through final delivery and job completion.

This person will work closely with technicians, Service Managers, Operations Managers, dispatchers, vendors, and accounting personnel to ensure the correct parts are purchased at competitive prices and delivered as quickly as possible.

This position requires urgency, accuracy, strong follow-through, and the ability to manage multiple requests at the same time.

Key Responsibilities

• Receive and process purchasing requests from technicians, Service Managers, dispatchers, and Operations Managers.
• Identify and source HVAC, refrigeration, electrical, plumbing, and general facility repair parts.
• Contact local and national vendors to confirm pricing, availability, and delivery times.
• Create and manage purchase orders in accordance with company procedures.
• Confirm that every purchase is connected to the correct customer, work order, technician, and job.
• Compare vendor pricing and identify opportunities to reduce material costs.
• Coordinate counter pickups, local deliveries, couriers, and direct shipments to technicians or customer locations.
• Track outstanding orders and provide regular updates to technicians and management.
• Follow up with vendors regarding backordered, delayed, damaged, or incorrect parts.
• Verify that parts received match the purchase order and vendor invoice.
• Assist accounting with resolving invoice, pricing, purchase order, and receiving discrepancies.
• Maintain accurate purchasing records, vendor information, pricing, and order documentation.
• Help develop preferred vendor relationships and national purchasing programs.
• Escalate urgent requests that could cause customer downtime or delay job completion.
• Assist with warranty returns, credits, core returns, and unused material returns.
• Maintain clear communication throughout the entire purchasing process.
• Follow established purchasing procedures and approval requirements.
• Help improve purchasing processes, reporting, controls, and vendor performance.

What Success Looks Like

The successful candidate will:

• Respond quickly to purchasing requests.
• Provide accurate information and dependable follow-through.
• Keep technicians informed until the requested parts are received.
• Prevent service calls from being delayed because of purchasing issues.
• Create accurate purchase orders before materials are ordered.
• Match purchase orders, vendor invoices, and work orders correctly.
• Find the best combination of price, quality, availability, and delivery time.
• Take ownership of each request from beginning to completion.
• Communicate problems early instead of allowing them to become emergencies.
• Qualifications
• Two or more years of purchasing, procurement, parts coordination, supply chain, or related experience preferred.
• Commercial HVAC, refrigeration, plumbing, electrical, construction, automotive parts, or facilities maintenance experience is strongly preferred.
• Familiarity with HVAC equipment, parts, model numbers, serial numbers, and supply houses is a significant advantage.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to work in a fast-paced environment and manage multiple priorities.
• Strong attention to detail and commitment to accurate documentation.
• Comfortable communicating with technicians, vendors, customers, and company leadership.
• Proficiency with Microsoft Outlook, Excel, and purchasing or work-order management systems.
• Ability to solve problems independently while following established procedures.
• Dependable attendance and a strong sense of urgency.

Preferred Characteristics

• Takes ownership without needing constant supervision.
• Follows through until the job is complete.
• Remains calm and organized under pressure.
• Understands the importance of supporting field technicians.
• Comfortable holding vendors accountable for commitments.
• Willing to ask questions and verify information before placing an order.
• Looks for ways to improve pricing, delivery times, and purchasing procedures.
• Works well as part of an operations-focused team.

Interior Climate Solutions (ICS) is one of the largest independent commercial HVAC/R and facility service providers in the country, delivering national coverage to multi-site retail, convenience-store, and commercial customers. Interior Climate Solutions is a rapidly growing national commercial HVAC and refrigeration service company supporting multi-site retail and commercial customers across the United States.
Our technicians rely on the Purchasing Department to quickly locate, order, track, and deliver the parts and equipment needed to complete service calls correctly and on time. We are looking for an organized, responsive, and detail-oriented Purchasing Coordinator who understands that purchasing is a critical part of customer service and field operations.