Purchasing Clerk (Residential Construction / Building Materials)

About The Role

This role supports purchasing operations, vendor relationships, bid management, contract administration, and cost analysis in a high-volume environment, with the team processing 100 to 200 POs weekly (about 800 per month). You'll work closely with construction, sales, design, finance, land development, marketing, and other internal teams to make sure purchasing goals, production requirements, pricing accuracy, and deadlines are met.

The ideal candidate is organized, analytical, and comfortable communicating with vendors, subcontractors, and internal partners in a fast-paced setting.

What You'll Do

Vendor Relations & Dispute Resolution

• Research and resolve vendor disputes involving product issues, pricing concerns, invoice discrepancies, and contract inconsistencies
• Coordinate pricing adjustments with vendors and internal teams
• Build and maintain strong relationships with vendors, subcontractors, and trade partners
• Communicate vendor performance concerns, service issues, and capability gaps to the right stakeholders
• Verify vendors are properly contracted and meet insurance requirements before work begins
  
  

Bidding & Cost Analysis

• Initiate bid events with subcontractors and vendors
• Prepare bid packages, including specifications, scopes of work, bidder lists, and supporting documentation
• Analyze vendor bids to confirm pricing aligns with specifications and includes all required items
• Compare bids against established estimates and budgets to identify gaps, variances, or missing items
• Negotiate cost-effective pricing while maintaining quality, productivity, and service standards
• Prepare bid analyses and support vendor selection recommendations
• Assist with base cost and option price analysis, and review budgets to verify accurate base costs, margins, and option pricing
• Assist with month-end cost-off processes, including accrual support for current-month closings
  
  

Contracts, Compliance & Reporting

• Ensure specification changes are reflected in current contracts and purchasing documents
• Communicate product, pricing, specification, and contract changes to sales, construction, subcontractors, and other affected teams
• Maintain accurate purchasing files, contracts, bid records, pricing documentation, and supporting materials for audits
• Ensure purchasing activities follow internal policies, procedures, audit requirements, and ethical standards
• Prepare weekly, monthly, and quarterly reports as needed
• Collaborate with internal departments to meet purchasing goals and deadlines
• Identify opportunities to improve cost accuracy, purchasing processes, and vendor performance
• Coordinate with internal teams to maximize available rebate opportunities
  
  

What You Bring

• 2 years of purchasing experience, ideally high-volume, within residential construction, flooring, building materials, homebuilding, or subcontracting
• Experience with RFMS is a strong plus
• Strong analytical and problem-solving skills
• Excellent attention to detail when reviewing bids, contracts, pricing, budgets, and vendor documentation
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Effective written and verbal communication skills
• Ability to build relationships with vendors, subcontractors, and internal stakeholders
• Strong negotiation skills and the ability to evaluate cost, quality, productivity, and service
• Ability to understand scopes of work, bid documents, specifications, contract requirements, and pricing structures
• Strong organizational, recordkeeping, and documentation skills, including maintaining audit-ready records
• Proficiency in Microsoft Excel, Outlook, and Word
• Ability to work independently and collaboratively
• Professionalism, reliability, and discretion with confidential business information
• High school diploma or equivalent required
  
  

Nice to Have

• Associate's or bachelor's degree in business, construction management, supply chain, finance, or a related field
• Experience in purchasing, procurement, construction, homebuilding, vendor management, or contract administration
• Experience reviewing bids, contracts, pricing, scopes of work, budgets, or vendor documentation
  
  

Physical Requirements

• Ability to sit or stand and work at a computer for extended periods
• Ability to communicate by phone, email, and in person
• Ability to review documents, reports, contracts, bids, and pricing information
• Occasional visits to construction sites, communities, vendor locations, or other locations may be required
• Ability to occasionally lift up to 25 pounds
  
  

Benefits

• Medical, dental, and vision coverage
• 401(k)
• Paid holidays
• Vacation and personal time
• Employee appreciation events