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 documenta
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tion 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.
• Famil

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