Purchasing and Estimating Assistant

Position Summary

The Purchasing and Estimating Assistant supports the Estimator and the Estimating Department by gathering data, performing quantity takeoffs, organizing documents, coordinating with vendors, assisting with design, preparing and issuing purchase orders, reviewing and correcting VPOs, completing concrete budget takeoffs, supporting model homes, maintaining updated design options, and assisting in the preparation of accurate and timely cost estimates.

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Roles and Responsibilities

1. Estimation Support

• Assist in preparing cost estimates, budgets, and proposals.
• Perform basic quantity takeoffs from drawings and plans.
• Enter measurements and data into estimating software or spreadsheets.
• Review specifications, drawings, and scope requirements.
• Assist with concrete budget takeoffs and verification.
• Support model home estimating and coordination.

2. Document & Data Management

• Organize and maintain project files, plans, and bid documents.
• Track addendums, revisions, and updates to project information.
• Assist in preparing bid packages, proposal forms, and scope documents.
• Maintain updated design selections and options throughout the estimating process.

3. Vendor & Subcontractor Coordination

• Request and collect quotes from suppliers and subcontractors.
• Maintain pricing records and vendor contact lists.
• Follow up to ensure timely submission of quotes and clarifications.
• Coordinate with vendors regarding pricing discrepancies, scope questions, and revisions.

4. Purchasing Support

• Prepare and send purchase orders (POs) to vendors and trade partners.
• Review incoming VPOs for accuracy and completeness.
• Correct VPO errors and coordinate revisions with vendors, estimating, and construction teams.
• Assist with markup and verification of VPOs against estimates and scopes.
• Maintain organized purchasing documentation and records.

5. Administrative & Technical Support

• Input data into estimating software (Sage and takeoff software).
• Create spreadsheets, comparison sheets, and summary documents.
• Support cost analysis and maintain historical pricing data.
• Assist with bid schedules, calendars, and pre-bid meeting preparations.
• Create and maintain PKIs as needed.

6. Quality Control

• Review drawings for completeness prior to takeoff.
• Ensure accuracy and consistency in measurements and data entry.
• Compare subcontractor quotes and VPOs to verify scope coverage and pricing accuracy.

7. Communication & Collaboration

• Communicate with suppliers and subcontractors regarding project requirements.
• Provide updates on bid progress, missing information, and deadlines.
• Coordinate with Estimating, Purchasing, Construction, and Design teams to resolve issues.

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Skills and Qualifications

Required

• Strong attention to detail and accuracy.
• Ability to read or learn to read construction plans and specifications.
• Proficiency with Microsoft Excel and standard office software.
• Strong organizational and time-management skills.
• Ability to meet deadlines in a fast-paced environment.

Preferred

• Experience using estimating, purchasing, or construction software.
• Prior experience in construction, engineering, estimating, or purchasing support.
• Basic understanding of materials, trades, and residential construction processes.

Personal Attributes

• Proactive and willing to learn
• Strong communication skills
• Analytical and detail-oriented
• Dependable, organized, and team-focused

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Reporting Structure

Works with: Project Managers, Designers, Vendors, Subcontractors, Purchasing Team

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person