Purchaser / Scheduler / Project Coordinator

Key Responsibilities

Purchasing & Procurement

• Establish, document, implement, and maintain purchasing procedures, processes, and controls aligned with AS9100 requirements and company policies.
• Process purchase requests and purchase orders for government programs, corporate operations, machine shop activities, and engineering projects.
• Source and procure raw materials, mechanical components, fabricated parts, tools, equipment, supplies, and professional services.
• Collaborate with Program Managers, engineering personnel, Operations, Finance, and Contracts to identify procurement requirements, budgets, and delivery timelines.
• Solicit and evaluate vendor quotations, conduct competitive purchasing activities, and document supplier evaluations and selections.
• Identify, qualify, onboard, and maintain relationships with suppliers, manufacturers, distributors, and subcontractors.
• Negotiate pricing, purchasing terms, and delivery schedules to support cost-effective procurement and timely project execution.
• Track purchase orders, shipments, backorders, material availability, and vendor performance to prevent operational and production delays.
• Coordinate outside machining, fabrication, finishing, and specialty manufacturing services as required.
• Maintain accurate purchasing records, vendor information, approvals, procurement files, and supporting documentation.
• Resolve purchasing and receiving issues, including incorrect shipments, damaged products, shortages, returns, and invoice discrepancies.
• Coordinate with Finance and Accounts Payable to reconcile purchase orders, receiving documentation, invoices, and payment discrepancies.
• Support inventory management, material tracking, purchasing forecasts, and stock availability for shop and program operations.
• Ensure purchasing activities comply with company policies, contractual requirements, applicable AS9100 controls, and FAR/DFARS requirements.
• Identify opportunities to improve purchasing processes, reduce costs, strengthen supplier performance, and shorten delivery timelines.

Project Coordination & Management Support

• Assist with planning, organizing, and coordinating engineering, manufacturing, fabrication, and operational projects from initiation through completion.
• Develop and maintain project schedules, milestone trackers, action item lists, and deliverable requirements.
• Track project progress against established timelines, budgets, scope requirements, and contractual deliverables.
• Coordinate project activities among Program Managers, engineers, machinists, technicians, vendors, and company leadership.
• Monitor material costs, purchase commitments, labor expenditures, and other project-related expenses to support budget management.
• Identify project risks, scheduling delays, resource limitations, and potential cost overruns, escalating concerns to appropriate management.
• Organize and participate in project planning meetings, production reviews, and status updates.
• Document meeting notes, action items, assigned responsibilities, and completion deadlines.
• Prepare project status reports, schedules, cost summaries, and management briefings.
• Coordinate project documentation, material requirements, and customer deliverables to support successful project execution.
• Support project closeout activities, including final documentation, material reconciliation, and lessons learned.
• Assist Program Managers and engineering leadership with additional administrative and operational project management tasks as needed.

Required Qualifications

• High school diploma or GED required.
• Minimum of 3 years of purchasing or procurement experience supporting a government contractor, Department of Defense program, or similar regulated contracting environment.
• Experience managing purchase orders, vendor quotations, invoices, receiving documentation, and procurement records.
• Working knowledge of purchasing processes, supplier management, and procurement documentation requirements.
• Ability to coordinate multiple purchasing requirements, production schedules, and project deadlines simultaneously.
• General understanding of manufacturing, machine shop, fabrication, or mechanical assembly operations, or demonstrated ability to support technical production environments.
• Experience tracking project milestones, material deliveries, budgets, or operational schedules.
• Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word.
• Ability to develop and maintain purchasing records, spreadsheets, production schedules, project trackers, and status reports.
• Strong organizational, analytical, communication, and problem-solving skills.
• Ability to work effectively with vendors, Program Managers, engineers, shop personnel, Finance, Contracts, and company leadership.
• Strong attention to detail, sound judgment, and the ability to work independently in a fast-paced environment.
• Ability to learn and effectively utilize purchasing, inventory management, and business software systems.

Preferred Qualifications

• 5 or more years of purchasing or procurement experience supporting government contracting, defense manufacturing, or Department of Defense programs.
• Experience supporting multiple government contracts, programs, or manufacturing projects simultaneously.
• Familiarity with FAR/DFARS procurement requirements, AS9100 purchasing controls, and government contractor purchasing practices.
• Experience establishing purchasing procedures, implementing procurement systems, or supporting AS9100 quality management processes.
• Experience with supplier qualification, vendor onboarding, negotiations, and supplier performance evaluations.
• Experience supporting machine shops, engineering departments, fabrication facilities, or manufacturing operations.
• Familiarity with CNC machining, welding, fabrication, mechanical assembly, and prototype development.
• Experience purchasing metals, specialty materials, mechanical components, and manufacturing supplies.
• Experience using ERP, MRP, procurement, inventory management, or production scheduling software.
• Experience with project management and scheduling tools such as Microsoft Project, Smartsheet, or similar platforms.
• Ability to interpret basic engineering drawings, bills of materials (BOMs), and material specifications.
• Experience tracking project budgets, labor hours, material costs, production milestones, and deliverables.
• Experience coordinating outside manufacturing processes such as heat treating, anodizing, powder coating, Cerakote, or specialty fabrication.
• Associate's or bachelor's degree in Business Administration, Supply Chain Management, Finance, Accounting, Logistics, Project Management, or a related field.
• CAPM, PMP, or other relevant purchasing, supply chain, or project management certification is a plus.

Physical Requirements

• Ability to work in an office environment with regular interaction in an active machine shop or fabrication facility.
• Ability to stand, walk, and move throughout production areas to coordinate materials, scheduling, and project activities.
• Ability to occasionally lift and move materials, supplies, or equipment weighing up to 25 pounds, with assistance when appropriate.
• Ability to work around manufacturing equipment and machinery while following established safety procedures.
• Ability to wear required personal protective equipment (PPE) when entering designated shop areas.

Ideal Candidate

We are looking for a highly organized, resourceful, and technically minded professional who can bring structure and accountability to purchasing operations while keeping production schedules and projects moving forward.

The successful candidate will have a solid foundation in government contracting procurement, understand the importance of accurate purchasing documentation and compliance, and possess the ability to coordinate materials, schedules, and project requirements across multiple departments.

This individual does not need to be a machinist or certified Project Manager but should be comfortable working in a technical manufacturing environment, communicating with engineering and production personnel, and proactively addressing purchasing or scheduling challenges.

Someone with experience as a Procurement Specialist, Purchasing Coordinator, Production Scheduler, Materials Planner, or Project Coordinator who enjoys managing multiple responsibilities and improving operational processes would be an excellent fit.