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 job
specific 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.
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