Procurement Administrator

Job Description

Job Description

Job Title: Procurement and Administrative Coordinator

Job Description

The Procurement and Administrative Coordinator supports daily office operations by managing procurement activities, maintaining organized systems, and delivering a wide range of administrative services. This role ensures smooth front office operations, accurate documentation, and effective coordination of meetings, projects, and employee-related processes in a fast-paced, growing construction-focused environment.

Responsibilities

• Coordinate procurement activities by preparing purchase order reports and managing purchase order request calls according to established guidelines.
• Order and track printer and copier supplies, including monitoring usage of multiple copiers for monthly readings.
• Create, maintain, and distribute support documents such as project binders, employee phone and pager listings, email address lists, and vendor contact information.
• Maintain office organization by preparing, filing, tracking, and updating documents, metrics, and information related to active projects, project opportunities, schedules, and training activities.
• Provide front desk reception support as needed, including greeting and directing guests and vendors, monitoring the visitor log, issuing visitor badges, and ensuring a professional first impression.
• Answer and route incoming phone calls, take accurate messages, and communicate information promptly to appropriate staff.
• Schedule and coordinate appointments, meetings, training sessions, conference calls, and related logistics, ensuring all details are organized and communicated.
• Maintain organization of assigned conference rooms, ensure supplies are available, schedule rooms as requested, and update and print conference room calendars as needed.
• Accurately prepare, receive, sort, copy, fax, file, retrieve, and distribute company and client correspondence, project documents, and reports, including proposals, presentations, payroll reports, manuals, and other materials.
• Handle sensitive documents and information with appropriate confidentiality and urgency.
• Provide comprehensive mailroom support by receiving, sorting, and distributing incoming mail and packages, and preparing outgoing mail and packages, including arranging pickups and tracking as needed.
• Arrange for courier services when required, meter all outgoing mail, and prepare certified mail in line with provided guidelines.
• Maintain employee mail folders and ensure timely delivery of internal communications.
• Track interview information and process paperwork or maintain system data for new hires and drug testing as needed.
• Assist in welcoming new employees and support onboarding activities while maintaining accurate and confidential company records, sensitive business information, and client data.
• Create and distribute general company announcements and coordinate ordering of flowers or other items for significant employee events.
• Support employee engagement by coordinating activities such as ticket raffles and drawings when requested.
• Stock and maintain employee first aid supplies in accordance with provided guidelines.
• Maintain professional and technical knowledge by building strong working relationships and communicating effectively with co-workers, customers, project managers, foremen, subcontractors, vendors, office staff, and field personnel.
• Record employee absences, vacations, and other relevant data into weekly payroll reports when assigned.
• Review and process employee expense reports as needed, ensuring accuracy and adherence to guidelines.
• Maintain and secure a petty cash box for employee use when required, including locking and safeguarding funds.
• Consistently make attentive and safe decisions to support the health and safety of self and others.
• Apply LEAN concepts or other continuous improvement methodologies to improve operational efficiency, processes, and activities.
• Promote and model the company mission, vision, and values by practicing sound and ethical business conduct, supporting diversity, equity, and inclusion, and delivering high-quality services to clients, subcontractors, co-workers, suppliers, and the public.

Essential Skills

• High school diploma or equivalent.
• Minimum 1–3 years of administrative support experience, preferably in manufacturing, construction, or a related business environment.
• Proficiency with Microsoft Office applications, including tools such as Excel.
• Experience working with procurement or purchasing processes and familiarity with ERP systems.
• Experience handling confidential and proprietary information while maintaining integrity of conversations and data.
• Strong professional team player with effective collaboration, organizational, and relationship-building skills.
• Demonstrated high level of integrity, dependability, and reliability.
• Ability to manage workflow independently and meet deadlines in a fast-paced environment with multiple and sometimes changing priorities.
• Excellent written communication skills, including accurate documentation and report preparation.
• Strong listening, interpersonal, and verbal communication skills, including clear and professional telephone communication.
• Strong independent problem-solving abilities, high attention to detail, and a customer service mindset.
• Effective time management skills and ability to prioritize tasks.
• Process-oriented approach to work and continuous improvement.

Additional Skills & Qualifications

• Associate degree is preferred.
• Experience in construction, manufacturing, or similar project-driven industries.
• Familiarity with HRIS and applicant tracking systems.
• Experience supporting interview processes and onboarding activities.
• Comfort working with LEAN concepts or other continuous improvement methodologies.
• Ability to build and maintain strong networks across office, field, and vendor personnel.
• Demonstrated commitment to ethical business practices and support for diversity, equity, and inclusion initiatives.

Work Environment

This role is based on-site in an office environment, operating Monday through Friday. The position requires regular in-person presence to support front desk reception, office coordination, and collaboration with project, field, and administrative teams. Depending on performance and business needs, there may be an opportunity for one day per week of remote work. The organization operates in a rapidly growing, construction-focused setting with significant involvement in data center projects and ongoing expansion through acquisitions. The work environment is fast-paced and dynamic, with multiple priorities and deadlines. Daily work involves extensive use of Microsoft Office, ERP systems, and other technical tools to manage documents, procurement activities, and employee data. The culture emphasizes professionalism, collaboration, continuous improvement, and a strong commitment to ethical practices and inclusive values.

This is a Contract to Hire position based out of Fenton, MO.

The pay range for this position is $25.00 - $28.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Fenton,MO.

This position is anticipated to close on Aug 10, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.