Construction Purchasing Admin

Job Description

Our client is seeking a Construction Purchasing Admin (Contractor) to provide hands‑on administrative and coordination support to the procurement and subcontracting function within their MILCON project portfolio. This role keeps the full lifecycle of subcontract and purchasing activity moving — from bid administration and document preparation through vendor compliance tracking and invoice processing — ensuring the purchasing team operates with accuracy and full documentation across a fast‑paced construction environment.

• Obtain, validate, and file all necessary documents for complete onboarding into our client’s procurement system of record.
• Manage correspondence with potential trade partners and facilitate communication between them and our client’s legal team for resolution of concerns over service or supply agreement terms.

• Assist in preparing, distributing, and tracking bid packages and RFP documents, ensuring materials are organized, version‑controlled, and distributed to the correct trade partners on schedule.
• Compile bid submissions and support bid leveling by organizing pricing data, scope comparisons, and trade responses for review by the Senior Purchasing Agent.
• Maintain active bidder lists, prequalification files, and trade partner contact information.

• Prepare draft subcontract agreements and purchase orders using established templates and approved buyout decisions provided by the Senior Purchasing Agent.
• Coordinate internal review, approval, and execution routing for subcontracts and purchase orders across legal, project management, and accounting teams.
• Track subcontract and purchase order execution status, flagging outstanding approvals and maintaining accurate records of all executed agreements.

• Collect, track, and maintain vendor compliance documentation including Certificates of Insurance (COIs), W-9s, lien waivers, and other required certifications, ensuring records are complete and current across all active projects.
• Monitor expiration dates and proactively follow up with trade partners to obtain updated documentation before lapses occur.
• Maintain compliance logs and ensure all documentation is organized for audit readiness in accordance with federal contract requirements.

• Maintain procurement logs, buyout trackers, and subcontract status dashboards, ensuring real-time visibility into procurement progress across active MILCON projects.
• Generate regular status reports on procurement activity, outstanding deliverables, and vendor compliance for review by the Senior Purchasing Agent and project leadership.
• Support cost reporting and budget reconciliation by providing accurate, up-to-date procurement data.

• Strong administrative and organizational skills with demonstrated ability to manage multiple concurrent document-heavy workflows without losing accuracy.
• Meticulous attention to detail in document preparation, data entry, compliance tracking, and financial record-keeping.
• Clear, professional written and verbal communication with both internal teams and external trade partners.
• Working knowledge of construction procurement processes — subcontracts, purchase orders, bid administration, and vendor compliance requirements.
• Proficiency with procurement or construction management platforms such as Procore or equivalent; comfort with spreadsheets, tracking logs, and document management tools.
• Ability to prioritize and work effectively under deadline pressure in a fast-moving federal project environment.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors,…