Buyer

Job Description

Job Description

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Buyer (Purchase Card Holder)

Operations & Maintenance Construction Services (O&M)

Salary Range: $60,000-$70,000 Per Year

Position Summary

The Buyer (P-Card Holder) is responsible for planning, sourcing, purchasing, and expediting Commercial Off-The-Shelf (COTS) materials, equipment & supplies required to support of O&M projects. This position serves as a critical link between Operations, Accounting and the Subcontracts Department, ensuring that all P-Card transactions follow company procurement policies, customer contract requirements, audit and real property tracking requirements, ethical purchasing standards and applicable FAR/DFARS principles.

The Buyer will manage rapid-response (COTS) procurement actions using the company purchase card (P-Card) to fulfill quick turn-around corrective maintenance requests and maintain on-hand inventory for future requirements regarding corrective and preventative maintenance occurrences, ensuring full documentation, policy compliance, audit readiness, and timely operational support for maintenance, repairs, and construction activities.

Any service acquisition, single item equipment purchases exceeding $5,000 or procurement of non-COTS items requiring custom specifications are not within Buyer authority and must be requested through a Purchase Requisition in Agiloft to be issued under a formal Subcontract or Purchase Order to ensure compliance with established procurement policies and regulatory requirements.

Essential Duties and Responsibilities

Procurement Administration

• Review COTS requests for completeness, accuracy, approved funding, and required authorizations and approvals from the PM and/or Tools & Parts Attendant/Manager.
• Conduct said qualifying COTS purchases needed for preventive and corrective maintenance, repairs, facility operations, and construction support and ensure transactions meet company, contractual and regulatory compliance requirements.
• Assist with sourcing qualified vendors meeting technical requirements, schedule needs, quality standards, and competitive pricing.
• Obtain competitive quotations in accordance with contractual and company procurement policies.
• Negotiate pricing, delivery schedules, freight terms, warranties, and payment terms.
• Track order status through delivery, acceptance and payment and resolve shortages, damaged goods, or invoice discrepancies.
• Coordinate closely with the PM and/or Tools & Parts Attendant/Manager regarding upcoming requirements and replenishment needs.

P-Card Purchasing & Administration

• Administer and track qualifying procurement activities using the company purchase card (P-Card) through a Government Property Purchase & Tracking System.
• Ensure all purchases strictly comply with company P-Card policy and purchasing thresholds.
• Verify purchase necessity, appropriate funding, and proper managerial approvals.
• Prevent split purchases intended to bypass approval limits.
• Maintain complete documentation for every transaction, including approvals, receipts, packing slips, delivery confirmations, vendor invoices, and purchase justifications when required.
• Reconcile P-Card transactions within accounting deadlines and ensure accuracy of spend categories.
• Assist in updating and streamlining the P-Card Process for best use and practice on an as-needed basis.

Vendor Management

• Build and maintain relationships with qualified suppliers capable of supporting O&M and construction activities.
• Evaluate vendor performance related to quality, pricing, responsiveness and on-time delivery.
• Support vendor onboarding and ensure suppliers meet company and contract compliance requirements.
• Assist with resolving vendor issues, disputes, and performance concerns.
• Maintain and update the approved vendor database.

Project Support

Collaborate with Project Managers, Facility Managers, Maintenance Supervisors, Estimators and Subcontracts & Accounting to:

• Support emergency or unplanned procurement needs.
• Procure long-lead and critical path materials.
• Coordinate expedited shipments and time-sensitive deliveries.
• Monitor material availability and identify potential supply chain risks.
• Identify cost savings and value-engineering opportunities.
• Support scheduled outages, shutdowns, and major maintenance activities.
• Work to track Consumables, Long-Lasting Tools, Non-Expendable Assets in Web-Based Inventory Management System.
• Report monthly expenditures to Accounting offset by remaining/unused inventory stocked for future needs on a monthly basis.

Documentation & Compliance

• Maintain well-organized procurement and P-Card files compliant with internal audit standards and external customer requirements.
• Assist in developing and refining P-Card processes, policies, and training materials.
• Ensure proper workflow, segregation of duties, and approval authority throughout the purchasing process.
• Verify documentation completeness prior to invoice processing or payment authorization.
• Support internal audits, external reviews, and Accounting during reconciliation and discrepancy resolution.
• Maintain procurement records in accordance with company retention policies and contract requirements.
• -Obtain and retain PM approval, detailed receipts, invoices, packing slips, proof of delivery, etc.
• -Verify goods and services received match what was ordered and that the order is undamaged, etc.
• -Coordinate returns, credits and exchanges with suppliers, as necessary.
• -Document the business purpose/reasoning for each purchase.
• -Resolve discrepancies involving incorrect/damaged items
• -Complete FSRS Reporting in SAM.gov, if required.

Cost Control & Strategic Sourcing

• Monitor purchasing trends and identify opportunities for cost reduction.
• Recommend alternative products, suppliers, or procurement strategies that improve cost, quality, or delivery.
• Support annual budgeting, forecasting, and spend analysis.
• Track supplier pricing changes and support strategic sourcing initiatives.
• Reconcile monthly P-Card statements accurately and within established deadlines.
• Assist in resolution in regard to billing errors and charge issues.

Required Qualifications

• Bachelor’s degree (or equivalent) in Business, Supply Chain Management, Procurement, Logistics, O&M Construction, or related field preferred. (Associates degree with relevant experience may be considered.)
• Minimum of 3 years purchasing or procurement experience.
• Experience supporting O&M facilities maintenance, construction, industrial services, manufacturing, or government contracts preferred.
• Experience working with procurement software, Agiloft and digital documentation tools.
• Strong proficiency in Microsoft Excel and Microsoft Office Suite.
• Demonstrated ability to manage multiple priorities in a fast-paced operational environment.
• Familiarity with FAR and DFARS procurement principles.
• Prior experience with P-Card administration or oversight.
• Knowledge of inventory control, warehousing operations, or material management.
• Experience with CMMS platforms such as WebTMA, Maximo, or similar.

Knowledge, Skills, and Abilities

• Strong negotiation, analytical and problem-solving skills.
• Excellent organizational and documentation abilities.
• Ability to manage multiple simultaneous procurement actions and deadlines.
• Strong written and verbal communication skills.
• High attention to detail, accuracy, and compliance.
• Ability to maintain confidentiality and handle sensitive financial information.
• Customer service mindset with strong interpersonal skills.
• Ability to work independently and collaboratively with minimal supervision.
• Strong recordkeeping and documentation skills.
• Strong time management skills with the ability to manage multiple priorities.
• Ability to negotiate pricing and delivery schedules with Suppliers.
• Knowledge and/or experience supporting a CPSR approved purchasing system or familiarity with CPSR requirements.

Industry Standard Responsibilities

The Buyer is expected to follow established procurement best practices, including:

• Ethical and transparent procurement conduct.
• Competitive sourcing whenever feasible.
• Price reasonableness and cost analysis.
• Supplier performance evaluation and management.
• Complete and accurate audit-ready documentation.
• Procurement planning, risk management and forecasting.
• Compliance with internal controls, approval limits and segregation of duties.
• Proper management of contract, warranty and delivery documentation.

Physical Requirements

• Prolonged periods of sitting, computer use, and administrative work.
• Occasional lifting up to 25 pounds.
• Occasional travel to project sites, supplier locations, or warehouses.
• Ability to work extended hours during emergency operations or urgent procurement cycles.

LAUKOA is an Equal Opportunity/VEVRAA federal contractor. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristic protected by law.

LAUKOA offers a best-in-class benefits program including medical, dental, and vision insurance; a 401(k) program with employer match; paid vacation and sick leave; employer-paid basic life and AD&D insurance; an Employee Assistance Program; and a flexible work environment. Additionally, employees can choose from several voluntary benefits including critical illness coverage; accident insurance; identity theft coverage; pet insurance, and more.

LAUKOA gives preference to internal candidates. If no internal candidate meets our qualifications, external candidates will be given consideration