Procurement & Administrative Coordinator

Job Description

Job Description

JOB SUMMARY

The Procurement & Administrative Coordinator provides procurement and project administrative support to Strategic Projects and assigned project teams. Procurement is the primary functional responsibility. The role sources materials, equipment, tools, rentals, consumables, and services; coordinates competitive quotations and bid evaluations; supports supplier negotiations; prepares and issues purchase orders and supplements within approved authority; expedites deliveries; maintains procurement records; and resolves purchasing, receiving, and invoice exceptions. The role also supports personnel resourcing, workforce movement, timekeeping, site attendance, labor coding, and related project administration using COINS, InEight, SharePoint, and other approved systems.

The position directly reports to the Group Manager Strategic Projects and functionally reports to the Director of Procurement for procurement governance, policies, procedures, sourcing strategy, commercial standards, and delegated purchasing authority. The role coordinates closely with Strategic Projects leadership, project managers, site managers, field administrators, Human Resources, Payroll, Accounting, Project Controls, and other corporate resources. The role has no direct reports and does not independently hire or terminate personnel, establish compensation, execute contracts, or commit company funds except within authority specifically delegated in writing.

TYPICAL DUTIES - PROCUREMENT

• Procurement planning. Coordinate approved procurement requirements with project management, field leadership, engineering, estimating, and other stakeholders. Confirm scope, specifications, quantities, budget, required-on-site dates, delivery location, and supporting documentation before sourcing.
• Sourcing. Identify and engage qualified suppliers for materials, equipment, tools, rentals, consumables, and services. Support approved bidder lists, supplier qualification activities, and strategic sourcing initiatives.
• Requests for quotation. Prepare and issue requests for quotation using complete and consistent scope information, specifications, commercial requirements, delivery expectations, and bid instructions so proposals can be evaluated on a comparable basis.
• Bid evaluation. Create, review, and maintain commercial bid comparisons. Evaluate price, freight, taxes, lead time, payment terms, warranty, exclusions, alternates, delivery conditions, and commercial compliance, and route technical exceptions to the appropriate project or engineering resource.
• Negotiation support. Negotiate pricing, discounts, freight, lead times, payment terms, and other commercial conditions within assigned authority and under the direction of the Director of Procurement. Document negotiated savings, concessions, and unresolved exceptions.
• Supplier communication. Manage routine communication with suppliers, maintain productive working relationships, resolve issues promptly, and escalate material vendor, schedule, quality, or commercial concerns to Procurement and project management.
• Purchase orders and supplements. Create and issue purchase orders, service orders, rental orders, and supplements in COINS in accordance with company policies, approved requisitions, contract terms, approval matrices, and delegated authority.
• Purchase-order content and coding. Ensure each order includes accurate scope, quantities, pricing, commercial terms, delivery requirements, project and vendor information, WBS/CBS and cost coding, tax and freight treatment, attachments, and required approvals.
• Expediting and delivery coordination. Obtain supplier acknowledgments and track submittals, fabrication, shipment, logistics, delivery, and required-on-site dates. Communicate risks early and coordinate recovery actions with suppliers and project teams.
• Receiving and field coordination. Coordinate with field administrators, site management, warehouses, and receiving personnel to confirm deliveries, quantities, condition, shortages, damages, returns, replacements, and required receiving documentation.
• Invoice and payment exceptions. Work with suppliers, Accounting, project teams, and receiving personnel to resolve pricing errors, quantity differences, missing receipts, tax or freight discrepancies, invoice-to-PO exceptions, and payment holds.
• Procurement records and logs. Maintain current requisition, RFQ, bid, purchase-order, commitment, expediting, delivery, rental, receipt, invoice-discrepancy, supplier, and open-action logs in COINS, SharePoint, and other approved systems.
• Supplier performance. Track supplier responsiveness, delivery performance, quality, commercial compliance, and issue resolution. Report significant performance concerns and support corrective or replacement sourcing actions.
• Strategic sourcing and agreements. Support preferred-supplier strategies, master service or supply agreements, rental programs, pricing updates, and continuous-improvement initiatives intended to improve cost, reliability, and project execution.
• Purchase-order closeout. Confirm final delivery and receipt, resolve outstanding commitments and invoices, recover credits or returns, complete required documentation, and close purchase orders in accordance with company procedures.
• Procurement controls. Maintain complete procurement files and comply with company policies, ethical standards, confidentiality requirements, approval matrices, contract terms, and delegated-authority limits. Do not bypass required reviews or approvals.

TYPICAL DUTIES - ADMINISTRATIVE AND WORKFORCE SUPPORT

• Resource coordination. Receive and coordinate approved personnel requests for projects, pursuits, and Strategic Projects support activities.
• Workforce planning records. Maintain resource logs, manpower rosters, personnel assignments, availability, start dates, transfer dates, mobilization and demobilization dates, and current workforce status.
• Personnel flow. Coordinate onboarding, transfers, site access, orientation scheduling, badging, travel information, reporting instructions, and demobilization documentation with field administrators, Human Resources, site managers, and corporate resources.
• Site attendance. Establish and maintain sign-in and sign-out logs, daily attendance records, site rosters, and other required personnel accountability records.
• Attendance reconciliation. Reconcile sign-in and sign-out information against timekeeping records, manpower reports, and site attendance requirements; identify discrepancies and route them for correction.
• Timekeeping support. Support time entry, review, correction, approval routing, and reporting in InEight and COINS in accordance with company and project requirements.
• Labor coding. Confirm that time is assigned to the correct project, pursuit, overhead account, WBS, CBS, cost code, or other approved charge structure before routing exceptions for resolution.
• Timekeeping documentation. Maintain supporting records for time entry, attendance, per diem eligibility, transfers, absences, and labor-cost coding as required.
• Field administrative coordination. Collaborate with field administrators to standardize forms, logs, timekeeping practices, personnel records, receiving records, and procurement documentation across assigned projects.
• Management reporting. Prepare and distribute manpower reports, resource forecasts, attendance summaries, timekeeping exception reports, procurement status reports, supplier or delivery risks, open-action lists, and other requested management information.
• Document management. Maintain accurate electronic files in COINS, InEight, SharePoint, project folders, and other approved systems in accordance with document-retention, confidentiality, and project requirements.
• Additional support. Perform other procurement, project, workforce, or administrative assignments as directed by the Group Manager Strategic Projects or the Director of Procurement within their respective areas of responsibility.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent required. An associate degree or bachelor's degree in business administration, logistics, supply chain, construction management, accounting, or a related field is preferred; an equivalent combination of education and relevant experience may be accepted.
• Minimum of three years of procurement, purchasing, supply chain, procurement administration, project administration, or related experience.
• Experience soliciting and comparing quotations, working with purchase orders, coordinating suppliers, expediting deliveries, and resolving receiving or invoice discrepancies.
• Experience supporting industrial construction, EPC, engineering, manufacturing, maintenance, turnaround, or other project-based operations is preferred.
• Working knowledge of COINS and InEight is preferred. Comparable construction ERP, procurement, project-controls, or timekeeping system experience may be accepted.
• Proficiency in Microsoft Excel, Word, Outlook, Teams, and SharePoint.
• Ability to work a flexible, part-time schedule based on business demand, including occasional extended hours, travel, or project-site support when required.

PREFERRED QUALIFICATIONS

• Working knowledge of COINS Procurement, Purchasing, Cost, and Subcontracts modules.
• Procurement or supply-chain certification such as CPP, CIPP, or CSCP.
• Project management, project controls, or construction administration training or certification.

REQUIRED KNOWLEDGE, SKILLS, AND COMPETENCIES

• Understanding of construction materials, equipment, tools, rentals, consumables, and field-service requirements.
• Working knowledge of procurement principles, competitive bidding, quotation analysis, supplier negotiations, purchasing procedures, commercial terms, and supply-chain practices.
• Ability to analyze quotations, pricing structures, lead times, freight, taxes, payment terms, exclusions, and procurement data to support sound purchasing decisions.
• Working knowledge of the complete purchase-order lifecycle, including requisition, sourcing, bid evaluation, approval, issuance, expediting, receiving, invoice matching, supplements, and closeout.
• Ability to understand and apply project numbers, overhead accounts, WBS/CBS structures, cost codes, approval matrices, delegated-authority requirements, and supporting-document standards.
• Working knowledge of personnel resourcing, mobilization and demobilization, timekeeping, attendance control, labor coding, and project administrative workflows.
• Strong negotiation, problem-solving, conflict-resolution, analytical, and critical-thinking skills.
• High degree of accuracy in data entry, recordkeeping, reconciliation, commercial documentation, and document management.
• Strong organizational skills and the ability to manage multiple projects, suppliers, requests, deadlines, and follow-up items in a fast-paced environment.
• Ability to identify missing, inconsistent, unsupported, or commercially unfavorable information and escalate it to the appropriate decision-maker rather than bypass established controls.
• Ability to communicate effectively and build productive relationships with suppliers, field personnel, project management, Human Resources, Procurement, Accounting, Project Controls, and corporate leadership.
• Ability to work independently within assigned authority while maintaining timely communication, follow-through, and accountability.
• Sound judgment when handling confidential personnel, payroll, commercial, supplier, and project information.
• Commitment to ethical business practices, company policies, internal controls, and accurate cost allocation.
• Strong service orientation and the ability to support field execution without losing control of commercial requirements, documentation, coding, or approval processes.

WORKING ENVIRONMENT

• Work may be performed from a corporate office, project office, remote location, or active project site as assigned.
• The position may require occasional travel, schedule changes, or short-notice support based on project and business needs.
• Project-site work may involve exposure to construction activity, noise, dust, weather, uneven walking surfaces, and mandatory personal protective equipment.

PHYSICAL DEMANDS

• Manual dexterity and the ability to sit and work at a computer for extended periods.
• Visual acuity to review printed and electronic records, quotations, purchase orders, timesheets, reports, and system data.
• Ability to perform repetitive activities including typing, scanning, filing, answering telephone calls, and operating standard office equipment.
• When supporting a project site, the ability to walk active work areas, climb stairs, and occasionally bend, stoop, kneel, reach, or crouch.
• Ability to occasionally lift and carry files, office supplies, or equipment weighing up to 20 pounds.

The above description covers the principal duties, responsibilities, and job requirements. This description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties, responsibilities, and qualifications that may be required.

CCC Group is an equal-opportunity employer. All applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, national origin, age disability, or veteran status.

The CCC vision is to be a premier heavy industrial contractor providing longevity and strong ESOP community to our family of employees.
•The CCC vision is based on promoting a collaborative team atmosphere which is adaptive to fulfilling our customers’ needs within the ever changing work environments.
•We are passionate about our work and truly enjoy building strong relationships with our customers and service providers. Building with Integrity resonates throughout our company.

Company Description

The CCC vision is to be a premier heavy industrial contractor providing longevity and strong ESOP community to our family of employees.\r\n•The CCC vision is based on promoting a collaborative team atmosphere which is adaptive to fulfilling our customers’ needs within the ever changing work environments. \r\n•We are passionate about our work and truly enjoy building strong relationships with our customers and service providers. Building with Integrity resonates throughout our company.