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

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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