Purchasing Admin Officer

Job Overview
We are seeking a detail-oriented and proactive Administrative Officer to join our team. The ideal candidate will play a crucial role in supporting our procurement and supply chain operations. This position includes a strong understanding of Procore, purchasing, and invoicing as well as expertise in procurement management, inventory control, and vendor management. The Administrative Officer will be responsible for ensuring efficient processes within the organization while maintaining strong relationships with suppliers and stakeholders.

Responsibilities

• Main Office/Field Office Purchasing
•  Bid on all requested materials/supplies and creating POs in Procore to release
• GC Purchasing
•  Bid on materials/supplies requested daily per site order requests and creating all POs in Procore
• to release orders - Lumber, PP&E, tools, cleaning supplies that pertain to general conditions.
•  Contract and manage all equipment rentals on site - excavators, forklifts, manlifts, trailers, tools,
• etc.
•  Create PO Request form for any general condition orders over $5,000 and all non-general
• conditions material unless site coordinated proposals/bids.
• Trade-specific Purchasing
•  Create POs for finishes and trade-specific material per approved award memos.
• Change orders
•  Create general conditions change orders for PO add-ons, SOV/Tax corrections, and credits
• issued
• Invoice Review and Entry & Credit Card Reconciliation
•  Review all invoices pending entry due to inconsistencies against PO/SC for assigned sites
•  Request CO Request form from assigned site teams if required for invoice entry, and enter COs
• as approved
•  Coordinate with vendors as required for any invoice corrections
• Credit Card Reconciliation
•  Review of CC reconciliation report to ensure all payments made by purchasing department are
• recorded on Procore from assigned sites
• Invoice Review and Entry
•  Review incoming invoices from assigned sites against POs/SCs for incorrect billing or determine
• if change orders are required. If they match existing POs/SCs, enter them into Procore system
• for site approval.
•  Request CO Request form from site teams if required for invoice input.
• Procore Administration
•  Schedule of Values (SOVs)
• o Input Schedule of Values (SOVs) for POs based on quotes provided by the Purchasing
• Manager/Assistant Purchasing Manager
• o Input basic SOV Correction change orders – Amazon, United Rentals, United Fuel, etc. as
• determined by Purchasing Manager
• Main Office/Field Office Purchasing
•  Manage Amazon business account, reviewing all requests from office and field personnel
•  Review incoming Amazon order requests and approve orders for main office and field offices’
• supplies by creating associated POs/COs
•  At the end of each month, review credit card statements to identify POs for all Amazon orders.
• Purchasing Managers’ Assistance
•  Initiate and follow up on proposal requests as directed
•  W9 Requests

Experience

• Strong negotiation skills with a track record of successful contract management.
• Knowledge of inventory control practices and logistics operations.
• Experience in vendor management and supplier relationship building is essential.
• Understanding of manufacturing processes and their impact on supply chain dynamics.
• Excellent organizational skills with the ability to manage multiple priorities effectively. We invite qualified candidates who are eager to contribute to our dynamic team to apply for this exciting opportunity.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person