Purchasing Operations Support Specialist

Job Summary

The Purchasing & Operations Support Specialist – Division 9 provides essential operational support to Halyard Built’s finishes division, with a primary focus on procurement of Division 9 materials, invoice processing, data management, and operational reporting. This role works directly with project managers, field superintendents, vendors, and finance staff to ensure accurate and timely flow of materials, documentation, and financial data across active commercial projects.

Halyard Built’s Division 9 scope includes cold-formed metal framing, gypsum board systems, and acoustical ceiling and wall solutions. The right person for this role comes in ready to contribute — organized, detail-oriented, and comfortable managing procurement and cost data across multiple active job sites at once. At Halyard, we expect our team members to be batteries included: proactive, collaborative, and fully accountable for their work.

Supervisory Responsibilities

This position does not have direct supervisory responsibilities.

Training and Orientation

The Purchasing & Operations Support Specialist will participate in an onboarding process designed to familiarize them with Halyard Built’s purchasing policies, Division 9 material categories and preferred vendor relationships, invoice and approval workflows, project cost coding structure, and the company’s data and project management systems. Halyard Built is committed to growing its people, and this role is expected to grow with it.

Essential Duties and Responsibilities

Purchasing & Procurement – Division 9 Materials

•        Source, request, and coordinate the purchase of Division 9 materials including cold steel stud and track framing, gypsum board, joint compound, tape, fasteners, acoustical ceiling tile and grid, and acoustical wall panels in accordance with project specifications and Halyard Built purchasing policies.

•        Obtain and compare vendor quotes; communicate with suppliers to confirm pricing, product specifications, availability, and lead times in alignment with project schedules.

•        Generate and issue purchase orders (POs) in the company’s procurement or project management system, ensuring accuracy of material quantities, unit costs, vendor information, and job cost codes.

•        Coordinate material deliveries with field superintendents and project managers to align with construction phasing and sequencing; proactively adjust orders as scope or schedule changes.

•        Track open purchase orders and follow up with vendors to confirm delivery status; escalate material delays or supply shortages that could impact project timelines.

•        Verify received materials against purchase orders and delivery tickets; resolve discrepancies with vendors or the project team in a timely manner.

•        Maintain current and accurate vendor and supplier records, including approved product substitutions for materials on back order or out of specification.

Invoice Entry & Processing

•        Receive, review, and enter vendor and subcontractor invoices related to Division 9 scope into Halyard Built’s accounting or ERP system accurately and without delay.

•        Match invoices to corresponding purchase orders and delivery documentation (three-way match); identify and resolve discrepancies with vendors or internal project staff.

•        Code invoices to the correct project number, cost code, and general ledger account in accordance with the company’s Division 9 cost structure and guidelines.

•        Route invoices through the internal approval workflow in accordance with company authorization thresholds.

•        Maintain organized records of all invoices, delivery tickets, payment confirmations, and supporting documentation to ensure project-level audit readiness.

•        Communicate with vendors and subcontractors regarding invoice status, payment timelines, and billing discrepancies; follow through until resolved.

Data Management

•        Maintain accurate and up-to-date records across procurement, project cost, and operational data systems for all Division 9 activity.

•        Enter and update material quantities, PO data, delivery confirmations, and cost information in Halyard Built’s project management, ERP, and spreadsheet platforms with consistency and precision.

•        Conduct periodic audits of project cost data for accuracy; identify and correct discrepancies between purchase orders, invoices, and job cost reports.

•        Organize and manage digital filing systems for Division 9 purchasing documents, submittals, product data sheets, vendor contracts, and project records.

•        Support data clean-up, project closeout documentation, and system updates as directed by the Operations Manager.

Reporting

•        Generate routine and ad hoc operational reports including Division 9 purchase order status, material spend by project, invoice aging, and vendor activity summaries.

•        Compile and distribute weekly and monthly procurement and cost reports to the Operations Manager and project leads for use in project cost management and forecasting.

•        Identify material cost trends, overruns, or procurement anomalies and surface findings to the project team or Operations Manager with appropriate context.

•        Assist in maintaining project-level Division 9 cost tracking tools, dashboards, and budget-to-actual comparisons.

•        Support month-end and year-end close processes by providing accurate cost data and supporting documentation as requested by Finance.

Education & Experience

•        Associate’s degree or higher in Business, Construction Management, Operations, Accounting, or a related field preferred; equivalent work experience will be considered.

•        1–3 years of experience in purchasing, procurement, accounts payable, or operations support; experience in a commercial construction or specialty trades environment strongly preferred.

•        Familiarity with Division 9 finishes scope – specifically cold steel framing, drywall systems, and acoustical solutions – is a significant advantage.

•        Experience with construction ERP or project management software (e.g., Procore, Sage 300 CRE, Viewpoint, QuickBooks, or similar) preferred.

•        Demonstrated experience with purchase order management, data entry, and invoice processing in a professional setting.

Preferred Qualifications

•        Direct experience supporting a drywall, metal framing, or specialty finishes contractor in a commercial construction environment.

•        Working knowledge of cold-formed steel framing systems, gypsum board assemblies, and acoustical ceiling and wall products.

•        Experience with three-way invoice matching and construction cost code structures.

•        Familiarity with commercial construction project schedules and the ability to align material procurement with phased field work.

•        Experience building or maintaining project cost tracking reports and budget-to-actual dashboards.

Knowledge, Skills, and Abilities

•        Strong attention to detail and commitment to data and cost accuracy across multiple active projects

•        Solid organizational and time management skills; able to manage competing priorities without losing accuracy

•        Proficiency with Microsoft Office Suite, particularly Excel and Outlook

•        Ability to read and interpret basic construction documents, submittals, and material specifications

•        Sound judgment and ability to escalate procurement or cost issues appropriately and without delay

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, talk, hear, use hands and fingers, operate a computer and telephone, and occasionally stand or walk. Occasional visits to active commercial construction job sites may be required; appropriate PPE will be provided. The employee may occasionally lift and/or carry lightweight items (approximately 25 pounds).

Work Environment

Work is primarily performed in an office environment with occasional visits to active commercial construction job sites. The noise level in the office is typically moderate; job site environments may present elevated noise, dust, and other standard construction site conditions.

Position Type and Expected Hours of Work

Full-time. Occasional extended hours may be required during peak project activity or financial close periods.

Travel

Occasional local travel to job sites or vendor locations may be required.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

EEO Statement

The Company is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law.