Assistant Purchasing Agent

Job Description

Job Description

Assistant Purchasing Agent – HVAC Airside Materials & Equipment

The Assistant Purchasing Agent supports the mechanical side of the business by procuring HVAC airside materials and equipment for active construction projects. Initial responsibilities center on damper orders: reviewing submittals and specifications, requesting quotes, placing purchase orders, and tracking deliveries so product arrives on the jobsite when the field needs it. The role will expand over time to cover additional airside products as the person grows into it.

What You’ll Do:

Damper Procurement (Primary Focus)

• Prepare quote requests and place orders for volume dampers, fire dampers, smoke dampers, combination fire/smoke dampers, backdraft and barometric dampers, control dampers, and associated sleeves, access doors, and actuators.
• Review project drawings, mechanical schedules, and specifications to confirm damper type, size, rating, class, and quantity before ordering.
• Cross-check orders against approved submittals, including UL listings, fire and leakage ratings, and any NYC code or project-specific requirements.
• Verify quotes, lead times, and freight terms, and confirm what is included or excluded (actuators, factory sleeves, installation angles, and so on).

Airside Materials & Equipment (Developing Scope)

• Support purchasing of grilles, registers, diffusers, louvers, VAV and terminal units, air handling and fan equipment, flexible duct, duct accessories, and insulation, as assigned.
• Assist with bid and quote comparisons across multiple suppliers and manufacturers' representatives.

Order Management & Coordination

• Create and maintain purchase orders in the company's accounting and project management system.
• Track orders from release through delivery, and expedite when shipments are at risk of delaying the schedule.
• Coordinate with project managers, estimators, foremen, and the shop on release schedules, delivery dates, and jobsite receiving.
• Process change orders, revisions, returns, and shipping damage or shortage claims with vendors.
• Review vendor invoices and packing slips against POs and resolve discrepancies with accounts payable.

Vendor Relations & Recordkeeping

• Build and maintain relationships with manufacturers, reps, and distributors.
• Maintain accurate order logs, submittal-to-PO records, pricing history, and vendor contact information.
• Support the purchasing team in meeting budget and cost-tracking goals on assigned projects.

What You Need:

• High school diploma or equivalent.
• 1–3 years of purchasing, procurement, or project coordination experience, preferably in construction or building trades.
• Ability to read and interpret mechanical drawings, equipment schedules, and specifications.
• Working knowledge of HVAC components and terminology, or demonstrated ability to learn quickly.
• Strong attention to detail, with the ability to catch size, rating, and quantity mismatches before an order is placed.
• Proficiency in Microsoft Office (especially Excel) and comfort with ERP, accounting, or project management software.
• Clear written and verbal communication skills.

Preferred

• Experience purchasing HVAC or sheet metal products, especially dampers, from manufacturers or distributors.
• Familiarity with fire and smoke damper standards (UL 555 / 555S) and with NYC construction requirements.
• Experience with Vista/Viewpoint or similar construction ERP systems.
• Associate's or bachelor's degree in business, supply chain, construction management, or a related field.

What We Offer:

• Premium medical coverage with a fully loaded Visa card for copays and prescriptions
• Complete health package – company-paid vision, dental, and life insurance
• Financial security – company-paid long-term disability and 401(k) with 100% company match
• Grow your career – tuition reimbursement for continued education
• Work-life balance – 10 paid holidays plus PTO
• Peace of mind – comprehensive coverage so you can focus on what matters

P.J. Mechanical Corp. values diversity and is committed to creating an inclusive environment for all employees. We are an equal opportunity employer and make employment decisions based on merit, qualifications, and business needs and are committed to providing a work environment free from discrimination and harassment. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

About the company:

Since 1971, P.J. Mechanical Corp. has established itself as New York's premier leader in HVAC construction, installation, service, and maintenance. What sets us apart as an employer is our commitment to excellence through comprehensive project management, specialized expertise in complex environments like data centers, and our unique one-stop service model through strategic affiliates including Delta Sheet Metal, PJ Mechanical Service & Maintenance Corp., and FW Sims. Our experienced teams handle everything from ground-up construction to intricate renovations, working collaboratively across disciplines to deliver exceptional results. We offer our professionals the opportunity to work on diverse, challenging projects while being part of an established organization that values technical expertise, continuous learning, and provides the resources and support needed to advance your career in the dynamic HVAC industry.