Purchasing and Claims Coordinator

Purchasing and Claims Coordinator

Overview:

The Purchasing & Claims Coordinator is responsible for coordinating day-to-day purchasing activities for buyout products, accessories, toll-processed materials, and other assigned vendor-supplied items. The position also supports the administrative coordination of material and vendor claims by maintaining documentation, tracking open items, coordinating follow-up, and ensuring approved claims are carried through to completion.

The role is focused on managing priorities and exceptions, maintaining accurate records, and supporting efficient communication between vendors, plants, and internal departments.

Job Location: Lebanon, PA

Key Responsibilities:

Purchasing

· Create and process purchase orders for assigned products and vendors.

· Review vendor acknowledgments for pricing, quantities, lead times, and delivery information.

· Track open orders and follow up on overdue shipments, shortages, backorders, and urgent plant needs.

· Monitor inventory and replenishment reports and address exceptions such as below-minimum inventory, excess stock, unusual usage, or potential shortages.

· Coordinate plant replenishment, transfers, direct-ship orders, and assigned specialty vendor programs.

· Reconcile purchase orders, receiving records, and invoice discrepancies.

· Maintain purchasing records, vendor pricing, part codes, and supporting documentation.

· Assist with periodic inventory, Min/Max, forecasting, and vendor performance reviews.

· Escalate supply, inventory, or vendor concerns to the Purchasing Manager.

Claims Coordination

· Coordinate the day-to-day administrative flow of material and vendor claims from initial submission through final closure.

· Review claim submissions for completeness and obtain missing documentation, photos, samples, production details, or supporting information.

· Maintain accurate claim records, notes, status updates, and follow-up dates.

· Coordinate communication between plants, Sales, Operations, Logistics, Accounting, vendors, and the Purchasing Manager as needed.

· Prepare claim documentation for management review and vendor submission.

· Follow up on open claims, vendor reviews, RMAs, credits, replacements, recoats, pickups, and other approved resolutions.

· Ensure approved claim decisions and dispositions are properly documented in internal systems.

· Track outstanding credits and other open items through completion.

· Escalate aging, high-priority, or unresolved claims to the Purchasing Manager.

Final decisions regarding claim eligibility, vendor responsibility, approvals or denials, settlements, and materialdisposition remain with the Purchasing Manager or designated leadership.

Qualifications:

High school diploma or equivalent required.

Associate degree in Business, Supply Chain, Logistics, Operations, or a related field preferred; relevant work experience will be considered in place of a degree.

2-4 years of experience in purchasing, inventory coordination, manufacturing support, vendor administration, claims administration, or a related role preferred.

Strong organizational skills and attention to detail.

Strong written and verbal communication skills.

Ability to manage multiple priorities and follow open items through completion.

Proficiency with Microsoft Excel, Outlook, and Microsoft Office.

Experience with ERP, purchasing, or inventory systems preferred.

Strong problem-solving, follow-up, and time-management skills.

Benefits:

Competitive Salary

Health Insurance

Vision insurance

Dental insurance

401(k) matching

PTO

Paid Holidays

Join Everlast Roofing to lead our team in top-quality manufacturing.