Purchasing Administrator

Growth Opportunity Toward Purchasing Manager As proficiency develops, the employee may take on greater responsibility for supplier selection, pricing negotiations within delegated authority, purchasing planning, vendor performance, and process improvement. Progression toward Purchasing Manager will depend on demonstrated performance, business needs, and readiness to: ● Manage purchasing from request through delivery and issue resolution. ● Coordinate material needs across multiple projects. ● Evaluate suppliers and negotiate favorable commercial terms. ● Monitor purchasing costs, open commitments, and supplier performance. ● Establish consistent purchasing procedures and controls. ● Train or supervise purchasing support staff as needed. ● Provide management with useful purchasing reports and recommendations. As purchasing responsibilities expand, the company will review the role’s accounting duties, reporting structure, authority, and compensation to ensure the workload remains practical. Position Summary The Purchasing and Accounting Administrator supports construction projects by coordinating purchases, tracking materials and deliveries, maintaining purchasing records, and assisting with routine accounting activities. This is a shared role, with approximately half of the employee’s time dedicated to purchasing and half to accounting support. The allocation may change based on project needs and accounting deadlines, with priorities coordinated by the designated supervisors. The position offers a path toward Purchasing Manager as the employee demonstrates stronger purchasing knowledge, supplier management, cost analysis, leadership, and the ability to manage purchasing processes independently. Purchasing Responsibilities ● Receive purchase requests from Project Managers, field supervisors, and other authorized personnel. ● Confirm material specifications, quantities, project assignments, required delivery dates, and approvals before placing orders. ● Obtain and compare supplier quotes, considering price, availability, freight, payment terms, and delivery timing. ● Prepare purchase orders and place approved orders within established authorization limits. ● Coordinate deliveries with suppliers and project teams and track orders through receipt. ● Follow up on backorders, shortages, damaged materials, incorrect shipments, returns, and supplier credits. ● Maintain accurate records of purchase requests, quotes, purchase orders, delivery confirmations, and outstanding commitments. ● Communicate purchasing delays and potential project impacts promptly. ● Develop productive supplier relationships and maintain current vendor information. ● Identify opportunities to reduce costs and improve purchasing efficiency while meeting project requirements. ● Coordinate purchases of materials, supplies, tools, and equipment rentals as assigned. ● Obtain approval before accepting substitutions or changing specifications, quantities, or commercial terms outside assigned authority. Accounting Support Responsibilities ● Receive, organize, and enter vendor invoices and supporting documents in QuickBooks Online or the company’s accounting system. ● Match invoices to purchase orders and receiving documentation when applicable. ● Investigate differences in quantities, pricing, freight, taxes, and other charges before submitting invoices for approval. ● Apply established General Ledger accounts, project assignments, and cost codes. ● Collect missing receipts, delivery tickets, approvals, and other accounting documentation. ● Reconcile vendor statements and follow up on missing invoices, duplicate charges, and unapplied credits. ● Prepare accounts payable information and weekly payment packages for review. ● Assist with credit-card coding, routine reconciliations, transaction research, and other assigned accounting tasks. ● Support customer billing, receipt entry, and accounts receivable follow-up when assigned. ● Prepare purchasing and t…

View the full posting and apply