Position Summary The Purchasing Administrative Assistant supports the procurement function within a mechanical contracting company by coordinating purchasing activities, maintaining accurate records, and ensuring timely delivery of materials and services. This role plays a critical part in supporting project timelines by assisting with vendor communication, purchase order processing, and documentation related to mechanical construction projects (e.g., HVAC, plumbing, piping systems).Key Responsibilities -Assist in creating, issuing, and tracking purchase orders for materials and equipment. -Maintain and update vendor databases, pricing lists, and procurement records. -Communicate with vendors to obtain pricing, availability, and delivery timelines. -Track material deliveries to ensure alignment with project schedules and site requirements. -Coordinate with project managers, estimators, and field personnel to understand jobspecific material needs. -Review purchase requisitions for accuracy and completeness prior to order placement. -Resolve discrepancies related to invoices, deliveries, or damaged materials. -Assist in negotiating pricing or identifying cost-saving opportunities when applicable. -Maintain organized electronic and physical filing systems for purchase orders, contracts, and vendor documentation. -Support inventory tracking and coordination with warehouse or job site logistics. -Generate procurement reports and assist in budget tracking for projects. -Ensure compliance with company policies, safety standards, and contractual requirements. FLSA -Non-Exempt Qualifications -High school diploma or equivalent required; associate or bachelor's degree in business, construction management, or related field preferred. -1-3 years of administrative or purchasing experience, preferably in construction or mechanical contracting. -Familiarity with construction materials (HVAC, plumbing, piping, fittings, etc.) is a plus. -Proficiency in Microsoft Office (Excel, Outlook, Word) and purchasing or ERP software. -Strong organizational skills with high attention to detail. -Ability to manage multiple priorities in a fast-paced, project-driven environment. -Effective communication and interpersonal skills. -Basic understanding of construction project workflows and terminology preferred. -Problem-solving mindset with ability to handle vendor or delivery issues proactively. Key Performance Indicators (KPIs) -Purchase Order Accuracy Rate: Percentage of error-free purchase orders issued. -On-Time Material Delivery Rate: Alignment of deliveries with project schedules. -Cycle Time for PO Processing: Speed from requisition to issued purchase order. -Invoice Discrepancy Rate: Number of billing issues or mismatches resolved. -Vendor Response Time: Efficiency in obtaining quotes and confirmations. -Cost Efficiency: Contribution to savings through price comparisons or vendor sourcing. -Document Organization & Compliance: Accuracy and completeness of procurement records. Work Environment -Primarily office-based within a construction or corporate office setting. -Frequent coordination with field personnel, warehouses, and job sites. -May require occasional site visits to understand material needs and logistics. -Fast-paced environment driven by construction project timelines and deadlines. -Standard business hours with occasional extended hours depending on project demands. -Collaborative team environment involving operations, project management, and accounting teams.PI8c22eb47e6dd-5965
