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 bachelor’s degree in business, construction management, or related field preferred. • 1–3 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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