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
PI89c4d9f5058e-38265-41695965
Requirements
- <p></p><p><strong>Qualifications </strong></p><p></p><p>• High school diploma or equivalent required; associate or bachelor’s degree in business, construction management, or related field preferred. </p><p>• 1–3 years of administrative or purchasing experience, preferably in construction or mechanical contracting. </p><p>• Familiarity with construction materials (HVAC, plumbing, piping, fittings, etc.) is a plus. </p><p>• Proficiency in Microsoft Office (Excel, Outlook, Word) and purchasing or ERP software. </p><p>• Strong organizational skills with high attention to detail. </p><p>• Ability to manage multiple priorities in a fast-paced, project-driven environment. </p><p>• Effective communication and interpersonal skills. </p><p>• Basic understanding of construction project workflows and terminology preferred. </p><p>• Problem-solving mindset with ability to handle vendor or delivery issues proactively. </p><p></p><p></p><p><strong>Key Performance Indicators (KPIs)</strong> </p><p></p><p>• Purchase Order Accuracy Rate: Percentage of error-free purchase orders issued. </p><p>• On-Time Material Delivery Rate: Alignment of deliveries with project schedules. </p><p>• Cycle Time for PO Processing: Speed from requisition to issued purchase order. </p><p>• Invoice Discrepancy Rate: Number of billing issues or mismatches resolved. </p><p>• Vendor Response Time: Efficiency in obtaining quotes and confirmations. </p><p>• Cost Efficiency: Contribution to savings through price comparisons or vendor sourcing. </p><p>• Document Organization & Compliance: Accuracy and completeness of procurement </p><p>records.</p><p> </p><p></p><p><strong>Work Environment </strong></p><p></p><p>• Primarily office-based within a construction or corporate office setting. </p><p>• Frequent coordination with field personnel, warehouses, and job sites. </p><p>• May require occasional site visits to understand material needs and logistics. </p><p>• Fast-paced environment driven by construction project timelines and deadlines. </p><p>• Standard business hours with occasional extended hours depending on project demands. </p><p>• Collaborative team environment involving operations, project management, and </p><p>accounting teams.</p><p></p>