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Job description
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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Who can apply
Review the original listing for work authorization, qualifications and employer requirements.