Construction Purchasing Administrator

Company Overview Heart of America Group has established itself as a leading design, construction, and management company in the Midwest since 1978. Renowned for developing award-winning properties and operating popular brands, we are committed to innovation, quality, and excellence in every project we undertake. Position Overview The Construction Purchase Order Coordinator supports the Home Office Construction by managing the purchase order process for construction projects from initiation through completion. This is a shared responsibility as we work together as a team. This position ensures purchase orders and subcontracts are accurate, properly approved, issued on time, and aligned with project budgets, contracts, and company purchasing policies. The ideal candidate is highly organized, detail-oriented, and comfortable working with construction documentation, vendors, contractors, invoices, and multiple projects simultaneously. Key Responsibilities Create, process, and maintain purchase orders and subcontracts for construction projects and related expenditures. Review purchase order requests for accuracy, appropriate coding, supporting documentation, and required approvals. Coordinate with Construction, Accounting, Procurement, Project Managers, and vendors to resolve purchase order issues. Ensure purchase orders align with approved project budgets, contracts, bids, and scopes of work. Track purchase orders from request through approval, issuance, change orders, and closeout. Maintain accurate purchase order records and supporting documentation. Process purchase order revisions and change orders as approved. Monitor outstanding purchase orders and follow up with appropriate departments and vendors. Assist with matching purchase orders, invoices, and receiving documentation. Communicate with vendors and contractors regarding purchase orders, pricing, documentation, and billing requirements. Assist Accounting with invoice discrepancies and purchasing-related questions. Maintain organized electronic files for contracts, purchase orders, change orders, and related construction documentation. Prepare reports and status updates regarding open, closed, and outstanding purchase orders. Help ensure compliance with company purchasing policies and internal controls. Support month-end and year-end processes related to construction purchasing. Provide administrative and operational support to the Home Office Construction team as needed. Qualifications 2+ years of experience in purchasing, construction administration, accounts payable, procurement, or a related field preferred. Experience working with purchase orders and vendor invoices strongly preferred. Construction industry or hospitality construction experience is a plus. Strong organizational and time-management skills. Excellent attention to detail and accuracy. Ability to manage multiple projects and deadlines simultaneously. Strong written and verbal communication skills. Proficiency with Microsoft Excel, Word, and Outlook. Experience with Viewpoint, Dropbox and PlanGrid is preferred. Ability to work independently while also collaborating effectively with multiple departments. Key Competencies Attention to Detail Organization & Follow-Through Construction Knowledge Procurement & Purchasing Financial Accuracy Vendor Communication Problem Solving Time Management Team Collaboration Confidentiality & Professionalism What Success Looks Like The successful candidate will ensure that construction purchase orders are accurate, timely, properly approved, and well-documented , while providing responsive support to Construction, Accounting, Procurement, and vendor partners. This role is critical to maintaining financial control and keeping construction projects moving efficiently. Physical & Work Requirements This is primarily a Home Office administrative position requiring extended periods of computer and telephone use. Occasional travel to construction sites, vendor meetings, or company …

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