About the Role
The Purchasing Coordinator supports the Purchasing and Preconstruction team through vendor coordination, change order administration, contract processing, bidding support, and operational organization. This role is highly detail-oriented and plays a critical role in maintaining accurate documentation, vendor compliance, and workflow efficiency across multiple active projects. The ideal candidate is organized, proactive, and comfortable managing multiple priorities in a fast-paced construction environment.
Change Order & Cost Management
- Support the change order process, flow, and organization, ensuring efficient processing.
- Route change orders for approval, research, follow up, and track status.
- Work closely with vendors’ accounting teams to resolve change order discrepancies.
- Assist in preparing quarterly cost and change order reports for leadership review.
Vendor Relations
- Oversee vendor onboarding, tracking, and initial insurance compliance.
- Manage vendor contract routing, processing, and document coordination in partnership with leadership.
- Act as primary point of contact for vendor billing inquiries and payment compliance issues.
- Coordinate with vendors on payment portal access, training, and support.
Bidding & Procurement Operations
- Compile bidding documents, support building RFP packages, and prep-work.
- Release RFPs, track proposals, follow up, and complete initial bid review.
- Track vendor proposals, maintain bid status reporting, and coordinate follow-up communications.
- Communicate award decisions internally and externally and ensure vendors are compliant and approved to begin work.
- Issue Purchase Orders ensuring accuracy, timely delivery, and cost coding.
- Support concrete audit reviews and assist with tracking and implementation processes.
- Review utility costs, coordinate with utility companies for start/stop services, and process utility billing.
System & Process Management
- Manage the Purchasing email inbox, ensuring timely responses and issue resolution.
- Route invoices, partner with external AP team for tracking and problem solving on payable issues.
- Create and maintain internal documents, logs, and organizational systems.
- Assist in maintaining logs, updates, monitoring changes, approvals, and implementation.
- Support team with organization, ordering, and maintain applicable inventory.
Compliance & Risk Management
- Partner with external insurance management team to track insurance compliance.
- Conduct monthly insurance audit, compliance reviews, vendor follow ups, and escalations.
- Roll out contracting and scope documents as legal updates are released.
- Support field team and leadership on scope changes and process rollouts.
Skills for Success
- Strong attention to detail with the ability to maintain accuracy in reporting, data entry, vendor documentation, and contract administration.
- Excellent organizational and time management skills, with the ability to juggle priorities, meet deadlines, and stay accurate in a fast-paced environment.
- Effective written and verbal communication skills, with a professional, service-oriented approach and the ability to collaborate well with vendors, field teams, and internal stakeholders.
- Comfortable working in an in-office, business-casual environment Monday–Friday during standard business hours.
Experience
- High school diploma required; associate’s or bachelor’s degree preferred. Equivalent work experience may be considered in place of formal education.
- Minimum of 1 year of administrative, coordination, or task management experience in a fast-paced professional environment.
- Experience supporting projects or operational workflows, including tracking deliverables, coordinating communication, and maintaining organized processes.
- Minimum of 2 years of Microsoft Excel experience, including basic formulas, sorting, linking, formatting, and spreadsheet organization.
- Experience in accounting, accounts payable, accounts receivable, construction administration, or data analytics/reporting is highly desirable.