Purchasing Agent

Company Overview

Montana Construction Inc. is a family-owned heavy construction company specializing in sewer, water, bridge, and emergency services for municipalities, utility authorities, and private entities across New Jersey, New York, and Pennsylvania. With approximately 300 employees and $200 million in annual revenue, we pride ourselves on delivering efficient, dependable, and quality service to every client. As we continue to grow, we are building the internal infrastructure to support that growth - and the Purchasing Agent is a foundational hire in that effort.

Position Summary

Montana Construction Inc. is seeking a highly organized and detail-oriented Purchasing Agent to join our team. This is a ground-floor opportunity to build Montana Construction's purchasing function from the ground up - there is no existing procurement system in place, and the right candidate will take ownership of designing, implementing, and managing the processes, vendor relationships, and tools that will support the company's purchasing needs going forward. The Purchasing Agent will be responsible for managing the procurement of construction materials, equipment, and services across all active projects, working closely with project managers, the CFO, field supervisors, and other stakeholders to ensure timely, accurate, and cost-effective purchasing decisions.

Key Responsibilities

Procurement System Development

• Design and implement Montana Construction's purchasing function from the ground up, including establishing procurement policies, approval workflows, vendor onboarding processes, and recordkeeping standards.
• Evaluate, select, and implement purchasing software or tools to manage purchase orders, vendor records, pricing agreements, and procurement reporting.
• Develop and document standard operating procedures (SOPs) for all purchasing activities, ensuring consistency, accountability, and compliance across all departments.
• Build a vendor database and approved supplier list, establishing competitive sourcing relationships across all key material and equipment categories.
• Create a purchase order system and approval structure in coordination with the Vice President, accounting, and project management teams.

Material & Equipment Procurement

• Manage the procurement of construction materials, equipment, and services for all active projects across sewer, water, bridge, and emergency service operations.
• Track purchase orders from issuance through delivery and invoice reconciliation, resolving discrepancies promptly.

Vendor & Supplier Management

• Build and maintain strong, long-term relationships with suppliers, vendors, and subcontractors across all key procurement categories.
• Negotiate favorable pricing, payment terms, volume discounts, and long-term supply agreements with preferred vendors.
• Continuously evaluate vendor performance on pricing, delivery, quality, and responsiveness; address underperformance and source alternatives as needed.
• Manage vendor contracts and supplier agreements in coordination with the CFO and legal counsel as appropriate.

Cost Control & Reporting

• Monitor purchasing costs against project budgets and company targets, identifying cost-saving opportunities and reporting variances to the CFO and project management team.
• Maintain accurate procurement records and generate regular purchasing reports covering spend by category, vendor, project, and period.
• Support project managers in change order pricing, material cost analysis, and budget review.
• Identify and recommend opportunities for bulk purchasing, blanket purchase agreements, and strategic sourcing to reduce unit costs across recurring material categories.

Cross-Departmental Collaboration

• Work closely with project managers, field supervisors, and the Vice President to understand upcoming material and equipment needs and proactively initiate procurement.
• Coordinate with the accounting department to ensure purchase orders align with approved budgets and that invoices are matched, approved, and processed accurately.
• Collaborate with the fleet and shop team on equipment purchases, rentals, and parts procurement.

Compliance & Regulatory Adherence

• Ensure all purchasing activities comply with applicable federal, state, and local regulations, including prevailing wage requirements, environmental standards, and government contract procurement rules.
• Maintain required documentation for certified payroll, prevailing wage, and public contract compliance as it relates to materials and subcontractor procurement.
• Stay current on regulatory changes affecting construction procurement across New Jersey, New York, and Pennsylvania.
• Perform additional duties and special projects as assigned by the CFO.

Required Qualifications

• Minimum of 5 years of experience in construction purchasing, procurement, or supply chain management.
• Demonstrated ability to build a procurement function or implement purchasing processes in an environment without existing systems.
• Strong negotiation and communication skills with a proven track record of securing favorable vendor terms.
• Ability to build and maintain effective long-term relationships with suppliers and vendors.
• Excellent organizational and time management skills with the ability to manage multiple purchasing needs simultaneously across active projects.
• Proficiency in Microsoft Office Suite including Excel, Word, and Outlook; experience with procurement software, ERP systems, or purchasing platforms required.
• Knowledge of relevant federal, state, and local regulations and compliance requirements applicable to construction procurement.
• Detail-oriented with a strong focus on accuracy, quality, and documentation.

Ability to work independently and collaboratively in a fast-paced construction