Purchasing Coordinator

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.