Purchasing Administrative Assistant

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 bachelors degree in business, construction management, or related field preferred.

13 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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