Purchasing Administrator

Purchasing Administrator Job Summary

We are seeking a detail-oriented and analytical Purchasing Administrator to support purchasing activities within a project-based environment. This role is responsible for creating and maintaining purchase orders, obtaining vendor quotes, reviewing job billing documentation, and ensuring vendor invoices are accurate and properly supported.

The Purchasing Administrator will work closely with operations, vendors, and internal teams to ensure purchasing needs are addressed efficiently, deliveries are coordinated, and vendor billing is accurate. The ideal candidate is organized, proactive, customer-service oriented, and comfortable working in a dynamic environment where processes continue to evolve.

• Create, maintain, and modify project- and job-related purchase orders.
• Obtain vendor quotes requested by operations and ensure pricing and delivery information is accurately documented.
• Monitor order status and communicate updated delivery time frames to appropriate teams.
• Review open purchase orders to confirm they remain valid, necessary, and reasonable.
• Assist with creating and maintaining accurate purchasing records and documentation.
• Coordinate with vendors to resolve purchasing and order-related issues.

• Assist with the onboarding and setup of new vendors.
• Complete and maintain vendor credit applications and required documentation.
• Maintain accurate vendor records and ensure purchasing information is properly documented.
• Develop and maintain professional relationships with vendors.
• Troubleshoot vendor issues related to pricing, delivery, invoicing, and documentation.

• Review vendor invoices to ensure they are supported by valid purchase orders and delivery documentation.
• Match vendor invoices with purchase orders, delivery receipts, packing slips, and other supporting documents.
• Identify and resolve discrepancies involving pricing, quantities, deliveries, or billing.
• Review job billing files and ensure required documentation is complete and organized.
• Identify questionable or unsupported vendor charges and coordinate with operations or vendors to resolve them.

• Work closely with operations teams to understand purchasing requirements and provide responsive support.
• Develop a strong understanding of operational processes to identify opportunities for improved purchasing practices and cost efficiency.
• Maintain organized job and purchasing files to support accurate billing and project administration.
• Document purchasing processes, decisions, and procedures clearly and consistently.
• Identify process inefficiencies and recommend improvements to increase accuracy and efficiency.
• Adapt to changing priorities and assist with additional purchasing and administrative responsibilities as needed.

• 2 years of purchasing, procurement, or purchasing administration experience, preferably in a project-based environment.
• Strong organizational skills with excellent attention to detail.
• Proactive, self-motivated, and willing to take initiative.
• Strong internal and external customer service skills.
• Professional written and verbal communication abilities.
• Ability to manage multiple priorities and remain flexible as business needs change.
• Strong documentation and record-keeping skills.
• Working knowledge of Microsoft Excel and Microsoft Teams.
• Comfortable working in a dynamic environment with evolving processes and responsibilities.
• Experience in lieu of a college degree may be considered.

• Experience in a maritime, marine, construction, manufacturing, engineering, or other project-based environment.
• Experience with Net Suite or similar ERP/procurement systems.
• Familiarity with vendor management, purchase order processes, and invoice matching.
• Experience working closely with operations or field-based teams.