Procurement Coordinator

Procurement Coordinator

The Procurement Coordinator is the process backbone of the Procurement Excellence Office, owning the full subcontractor lifecycle from prequalification and bid coordination through subcontract execution and onboarding. This person sets the standard, holds the line, and keeps the function moving with the confidence to push back when requirements are not met and the relationship skills to do it in a way that earns respect rather than resentment. The Procurement Excellence Office is new, the team is small, and the playbook is still being written. We are looking for someone who is energized by that reality rather than unsettled by it. You take ownership without being asked, bring solutions rather than problems, and see an incomplete system as an opportunity to build something worth being proud of. We want out-of-the-box thinkers who know how to partner across teams while also being the consistency, process, and standards that hold the function together. As the team grows and the function matures, the people who helped lay the foundation will be best positioned to grow with it. What we ask in return is genuine ownership, consistent follow-through, and a real commitment to making the work and the team better every day.

The Specifics of the Role

Process Gatekeeping and Document Control

• Own defined process gates across the procurement lifecycle; perform first-level document reviews for completeness, naming conventions, and PEO standards compliance before any package advances.
• Maintain version-controlled documents, templates, and procurement libraries for the PEO, ensuring all team members and stakeholders always work from current enterprise standards.
• Hold the line professionally when standards are not met; escalate patterns and systemic gaps to the Director of Procurement with documentation and recommended corrective action.

Subcontractor Prequalification and Vendor Compliance

• Own the prequal process end to end, from outreach through final approval; review submissions for completeness, resolve gaps directly with subcontractors, and manage renewal tracking to keep active subs in good standing.
• Monitor vendor compliance across active projects, including prequal status, insurance certificates, and MBE/WBE requirements; coordinate with insurance, bonding, and financial reviewers to facilitate timely decisions.

Bid Coordination and Estimating Team Support

• Partner with the Estimating team on bid package preparation and subcontractor solicitation; contact subs directly to confirm receipt, verify bid intent, and ensure complete, compliant submissions before the deadline.
• Schedule and facilitate pre-bid meetings, scope reviews, and post-bid clarification calls; assist Procurement Specialists in preparing bid tabulations, contract summaries, and award recommendation packages.

Subcontract Assembly, Execution, and Onboarding

• Assemble subcontract agreements including required exhibits, flowdowns, insurance requirements, warranties, and supporting attachments in compliance with PEO standards.
• Drive every subcontract from award to full execution; maintain a real-time tracking log, own follow-up internally and externally, and support Subcontract Operations with contract libraries and clause banks.
• At execution, initiate and manage full onboarding to completion; collect and validate COIs, W-9s, lien waiver agreements, safety documentation, and project-specific compliance requirements before clearing any subcontractor for mobilization.

KPI, SOP, and Continuous Improvement

• Update and maintain procurement KPI dashboards with cycle times, vendor participation metrics, and template-usage data; support the Director in preparing materials for Sponsor Reviews and enterprise reporting.
• Author and maintain SOPs for all core procurement workflows; assist with quarterly lessons-learned activities by collecting data, summarizing trends, and cataloging improvements for adoption across the team.

PEO Operations and Knowledge Management

• Assist with scheduling and documenting PEO meetings, KPI reviews, and training sessions; coordinate logistics for monthly procurement trainings and office-hours engagement events.
• Maintain PEO training materials, onboarding resources, and process documentation in AXIS and SharePoint; help integrate PEO standards into enterprise user guides and reference materials for Procore and Building Connected

Requirements

• Bachelor's degree in Construction Management, Supply Chain, Business Administration, or a related field (or equivalent professional experience).
• 3+ years as a Project Coordinator, Project Engineer, or in a procurement or contract administration role within the construction industry.
• Ability to read and interpret contract drawings and trade-specific scopes of work; demonstrated ability to enforce process standards and communicate compliance requirements confidently at all levels.
• Proficiency in Microsoft Office Suite and SharePoint; experience with Procore, Building Connected, Smartsheet, or similar platforms.
• Exceptional organizational skills with the ability to manage a high-volume pipeline of subcontracts, prequals, and onboarding files simultaneously without dropping threads.

Preferred

• Experience with subcontractor prequalification programs, MBE/WBE tracking, insurance and bonding requirements, or construction compliance documentation.
• Experience building KPI frameworks, maintaining document libraries, or authoring SOPs in a construction environment; familiarity with AXIS a plus.
• Scheduling software experience (P6, MS Project, or similar); CPSM or CPPB certification a plus.

Some Things You Should Know

Office-based with occasional site visits to support scope alignment and project team collaboration. Compliance with all applicable health, safety, and PPE requirements is required.

• No other builder can offer the collaborative design-build approach that Clayco does.
• We work on creative, complex, award-winning, high-profile jobs.
• The pace is fast!

Process Discipline Holds the standard at every stage; incomplete work does not advance. Confident Communication Direct and professional even when delivering hard feedback. Ownership Sees open items as personal responsibility; drives them to resolution. Builder Mentality Energized by building systems from the ground up; leaves things better than how they were found. Construction Fluency Reads drawings, understands trade scopes, and engages credibly with field and design teams.

Why Clayco?

• 2025 Best Places to Work – St. Louis Business Journal, Los Angeles Business Journal, and Phoenix Business Journal.
• 2025 ENR Top 400 – Top Data Center Contractor (Top 3).
• 2025 ENR Top 100 Design-Build Firms – Design-Build Contractor (Top 5).
• 2025 ENR Top 100 Green Contractors – Green Contractor (Top 3).

Benefits

• Discretionary Annual Bonus: Subject to company and individual performance.
• Comprehensive Benefits Package Including: Medical, dental and vision plans, 401k, generous PTO and paid company holidays, employee assistance program, flexible.

Compensation

• The salary range for this position considers a wide range of factors in making compensation decisions including but not limited to: Education, qualifications, skills, training, experience, certifications, internal equity, and location. Compensation decisions are dependent on the facts and circumstances of each case.