Position Summary The Purchasing Administrative Assistant supports the procurement function within a mechanical contracting company by coordinating purchasing activities, maintaining accurate records, and ensuring timely delivery of materials and services. This role plays a critical part in supporting project timelines by assisting with vendor communication, purchase order processing, and documentation related to mechanical construction projects (e.g., HVAC, plumbing, piping systems). Key Responsibilities • Assist in creating, issuing, and tracking purchase orders for materials and equipment. • Maintain and update vendor databases, pricing lists, and procurement records. • Communicate with vendors to obtain pricing, availability, and delivery timelines. • Track material deliveries to ensure alignment with project schedules and site requirements. • Coordinate with project managers, estimators, and field personnel to understand job specific material needs. • Review purchase requisitions for accuracy and completeness prior to order placement. • Resolve discrepancies related to invoices, deliveries, or damaged materials. • Assist in negotiating pricing or identifying cost-saving opportunities when applicable. • Maintain organized electronic and physical filing systems for purchase orders, contracts, and vendor documentation. • Support inventory tracking and coordination with warehouse or job site logistics. • Generate procurement reports and assist in budget tracking for projects. • Ensure compliance with company policies, safety standards, and contractual requirements. FLSA – Non-Exempt PId06224dbe76e-25448-416959655c143e31-5e48-4549-b638-05792d185386