Job Details

Job Description

Job Description

Purchasing Administrator

Reports To: Accounts Payable Manager / VP of Project Management
Employment Type: Full-Time

The Purchasing Administrator provides administrative and operational support to the purchasing and project teams by processing purchase orders, maintaining accurate procurement records, and coordinating material deliveries for civil construction projects. This role focuses on documentation, vendor coordination, and internal communication to ensure purchasing activities align with project schedules and company procedures.

Key Responsibilities

• Prepare, issue, and track purchase orders in accordance with project requirements and company policies
• Coordinate with project managers, superintendents, and field personnel to confirm material needs and delivery schedules
• Communicate with vendors regarding order confirmations, lead times, delivery dates, and documentation
• Maintain accurate purchasing records, pricing files, contracts, and vendor information
• Match purchase orders with invoices and receiving documents; assist with discrepancy resolution
• Support cost tracking by coding purchases to correct jobs, phases, and cost codes
• Assist with vendor setup and compliance documentation
• Monitor material deliveries and follow up on backorders or delays
• Support inventory and asset tracking as required
• Assist the operations team with reporting, data entry, and administrative tasks
• Ensure purchasing documentation is complete and properly filed for audit and project closeout

Qualifications

• High school diploma or equivalent required; associate's degree or coursework in business, accounting, or construction preferred
• 2+ years of administrative or purchasing support experience, preferably in construction or a related industry
• Familiarity with construction materials, terminology, and job cost structures is a plus
• Strong organizational skills and attention to detail
• Effective written and verbal communication skills
• Proficiency in Microsoft Office; experience with ERP or construction management software preferred
• Ability to manage multiple tasks and deadlines in a fast-paced environment

Preferred Skills & Experience

• Experience supporting civil, heavy highway, or utility construction projects
• Understanding of purchase order workflows and invoice matching
• Exposure to public works or DOT documentation requirements

Work Environment

• Office-based role with occasional interaction with job sites
• Fast-paced construction environment with multiple active projects
• Sitting and Standing: Employees often alternate between sitting and standing throughout the day.
• Keyboarding and Hand Dexterity: Frequent use of hands for typing and operating office equipment is common.
• Reaching and Bending: Tasks may require reaching overhead or bending to access materials.
• Lifting and Carrying: Occasional lifting of materials up to 20–25 pounds is often expected. For example, some positions may require lifting, carrying, pushing, or pulling materials up to 25 pounds.
• Vision and Hearing: Good vision is necessary for reading printed materials and viewing computer screens. Adequate hearing is essential for communication in person and over the phone.
• Mobility: Ability to move around the office, including walking between work areas, is often required.

Benefits

• Competitive compensation based on experience
• Health, dental, and vision insurance
• Retirement plan with company match
• Paid time off and holidays
• Career growth opportunities within the purchasing or operations team