Purchasing/Procurement Manager- Commercial HVAC

Position Summary

We are seeking a Purchasing / Procurement Manager to own the procurement of equipment, materials, and supplies across all active projects. This role manages vendor relationships, negotiates pricing, issues and tracks purchase orders, and ensures equipment and materials arrive on time to keep projects on schedule. The ideal candidate is detail-oriented, a strong negotiator, and understands HVAC equipment and lead times.

Key Responsibilities

Equipment Procurement

• Procure major HVAC equipment (RTUs, VRF, WSHP, DOAS, AHUs, pumps, boilers) per approved submittals

• Work with Project Managers on the submittal-to-order process to ensure correct equipment is ordered

• Track equipment lead times and proactively manage long-lead items to protect project schedules

Material Buyout & Purchasing

• Manage material buyout for ductwork, piping, controls, and accessories

• Issue, track, and manage purchase orders (POs)

• Consolidate orders for cost efficiency and coordinate deliveries to jobsites

Vendor Management & Negotiation

• Develop and maintain relationships with suppliers, manufacturers, and distributors

• Negotiate pricing, payment terms, and delivery schedules

• Evaluate and onboard new vendors; maintain approved vendor lists

• Resolve order discrepancies, backorders, and delivery issues

Coordination & Tracking

• Coordinate closely with Project Managers, field foremen, and the Service Manager on material needs

• Track deliveries and maintain accurate procurement logs

• Coordinate with the office on vendor invoices, POs, and AP reconciliation

• Monitor pricing trends and identify cost-saving opportunities

Required Qualifications

• 4+ years of purchasing/procurement experience, preferably in HVAC, mechanical, or construction

• Strong knowledge of HVAC equipment, materials, and typical lead times

• Proven negotiation and vendor management skills

• Experience managing purchase orders and procurement workflows

• Strong organizational skills and attention to detail

• Proficiency in Microsoft Office / Google Workspace (strong Excel/Sheets)

• Ability to read submittals and basic mechanical drawings

Preferred Qualifications

• Experience with procurement/ERP or construction software (Procore, QuickBooks, or similar)

• Existing relationships with HVAC distributors and manufacturers in the NYC/NJ market

• Construction or supply chain background

• Bilingual (English/Spanish or English/Russian)

What We Offer

• Salary $80,000 - $100,000 based on experience

• 401(k) retirement plan

• 2 weeks PTO

• 5 paid sick days per year (NY Paid Sick Leave compliance)

• Workers' compensation coverage

• New York Paid Family Leave benefits

• Company-observed holidays

• Company-provided phone and laptop