Procurement Assistant

Job Description: Procurement Assistant Salary Range: $45,000 - $60,000

Position Overview

The Procurement Assistant will support the Procurement and Operations team by coordinating vendor onboarding, tracking contract negotiations, preparing purchase orders for overhead needs, and assisting with system validations to ensure data accuracy. This role also provides general office support to maintain smooth daily operations. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced environment with multiple stakeholders.

Key Responsibilities

Procurement & Vendor Management

• Track progress of contract negotiations, maintain contract logs, and update internal teams on status changes.
• Assist with the intake and onboarding of new vendors, including collecting documentation, verifying information, and coordinating approvals.
• Maintain accurate vendor records in procurement and accounting systems.
• Communicate with vendors to resolve questions, request documents, or clarify requirements.

Purchase Order & Transaction Support

• Create purchase orders for overhead and general operating purchases in accordance with company policies.
• Monitor purchasing activity to ensure compliance with internal guidelines and budget expectations.
• Validate system entries and transactions (vendor records, POs, invoices, and related procurement data) to ensure accuracy and consistency.
• Assist with resolving discrepancies between purchase orders, invoices, and receipts.

Contract & Documentation Tracking

• Maintain organized digital folders and documentation related to vendor agreements, contracts, and renewals.
• Support the procurement manager by preparing summaries or updates for contract reviews.
• Track expiration dates, renewal timelines, and compliance requirements.

General Office & Administrative Support

• Provide general administrative support including scheduling, filing, data entry, and supply ordering.
• Assist with coordinating meetings, preparing agendas, and capturing notes as needed.
• Support cross-functional teams with ad hoc administrative tasks.
• Help maintain an organized, efficient workplace environment.

Qualifications

• Associate’s degree in Business, Supply Chain, or a related field; or equivalent work experience.
• 1–3 years of experience in procurement, administration, or office support roles (construction industry experience a plus).
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and accuracy, especially in data entry and document handling.
• Experience with ERP or procurement systems preferred.
• Proficient in Microsoft Office (Excel, Word, Outlook); familiarity with digital filing systems is a plus.
• Strong communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information.

Additional Competencies

• Customer-service mindset and ability to work collaboratively with internal teams and external vendors.
• Problem-solving ability with a proactive approach to process or data inconsistencies.
• Commitment to continuous improvement and willingness to learn new tools or processes.