Scope of Position:
The basic function of the Procurement Administrator is to be responsible for all material procurement and subcontractors’ rates related to the specific project.
Other basic functions include:
- Standardize and update purchasing forms and procurement methods.
- Bid analysis and expedition of materials.
To perform this job successfully, an individual must be able to complete all areas outlined for this position in a satisfactory manner. Listed below are representative of the knowledge, skills and abilities necessary to meet the minimum job requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education / Experience
- Required: High School Diploma
- Required: Five years in a purchasing position
- Preferred: Purchasing Manager experience
- Preferred: College degree
Skills, Knowledge, abilities
- Good critical thinking skills
- Good strategic thinking skills
- Good math skills
- Ability to simultaneously manage multiple tasks
- Organizational skills
- Sufficiently proficient in computer software programs (Micro-soft office, Word, Excel)
- Negotiation skills
- Ability to work equally well with internal and external team members
- Skilled in all aspects of communication (writing, listening, speaking)
- Ability to read and understand construction documents
- General construction accounting knowledge
- Must be able to work in a schedule driven environment as timing is a critical function of the position.
- Trustworthy with confidential corporate information.
Authority and Accountability:
- The Procurement Administrator reports directly to, and is fully accountable to the Director of Pre-Construction
- Procurement Administrator has no direct reports but must have harmonious and productive relationships with other internal departments – Estimating, Sales, Operations and Finance & Administration.
Responsibilities and Duties:
The Procurement Administrator is responsible to ensure that:
- Purchasing and procurement activities are planned and executed such that delays are avoided.
- Procurement objectives are set in accordance with estimates and budgets (project goals) and attained or beaten through buy-out procedures.
- Negotiate contracts, purchase orders and work orders with subcontractors, suppliers and vendors.
- Close contact is maintained with suppliers such that mill runs and lead times are fully understood and managed, maximizing buyout value while avoiding delays, thereby reducing potential negative financial impact to the individual projects.
- Assist and advise project administrative staff with contractual obligations, related to sub-contractors and change orders.
- Provide support and guidance to the Project Managers and project management team on material procurement and deliverables.
- Prepare and process purchase orders for material once a final agreement on pricing has been mutually agreed.
- Seek out and pre-qualify new subcontractors and vendors.
- Must be available before or after office hours and on weekends if needed.
- Answer vendor and subcontractor questions regarding project specific scope and materials.
- Provide volume forecasting to suppliers and vendors.
- Review initial project budgets for accuracies and address any potential issues with the Project Manager.
- Develop and/or introduce future vendor relationships.
- Estimate material values according to market price.
- Discuss defective or unacceptable goods and/or services with vendors and subcontractors.
- Arrange for disposal / recycle of surplus materials.
- 100% of all projects are fully and completely purchased and delivered on time.
- 100% of all projects are fully and completely purchased below budget.
- Total cost of goods sold (COGS) specifically related to Material purchasing across all projects in a year finish below 34.19% of revenue.