Purchasing Agent


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Purchasing Agent

POSITION SUMMARY:

Responsible for obtaining job project materials and internal stock in an efficient and cost effective manner, according to schedule and production requirements.  The Purchasing Agent will also be expected to provide necessary purchasing information for job scheduling purposes and to keep all material purchases and receipts on track and within process while displaying a sense of strong business ethics and integrity when it comes to financial management.  Responsible for assisting entire team in all aspects of purchasing materials and rental of general condition items to perform construction projects.    

 

PRIMARY DUTIES AND RESPONSIBILITIES:

  • Work closely with Estimators to determine what quotes were generated during bid and what additional quote information might be needed based on project award.
  • Communicate with PM(s) on answering lead time questions or issues on specific materials.
  • Work closely with the Project Managers to coordinate material takeoffs for all projects and ensure take-offs or bill of material lists are being generated for all projects.
  • Regularly follow up on material issues with Project Management to make sure questions are answered.
  • Generate/issue material purchase orders and follow up on needed confirmations and acknowledgements.
  • Examine vendor quotes to determine that correct specifications, quantities, authorizations, terms, and support documentation are included.
  • Review vendor quotes with Project Managers.
  • Negotiate pricing contracts with vendors and equipment suppliers on a yearly basis (such as dumpsters, toilets, fuel, equipment, forklifts, cranes, etc.)
  • Acquire and review product submittals and warranties.
  • Assist in material aspects involved with the Field Orders and the Change Orders processes.
  • Review and process vendor material invoices.
  • Develop and implement purchasing and contract management policies and procedures.
  • Plan, track and monitor direct owner purchases and serve as the liaison between the owners’ agent and vendors for an owner purchase tax savings project.

 

OTHER DUTIES AND RESPONSIBILITIES:

  • Ensures that material samples and catalogs are kept up to date and available.
  • Assists Estimating in generating quotes during bid process or at any other time when needed.
  • Contributes to ongoing software integration and improvement efforts, sharing information where appropriate.
  • Work effectively and efficiently as part of the estimating and project team, participate in project and other company meetings as required, and follow all company policies and procedures as documented.
  • Participate in company training programs as required. Keep current in industry and field by reading published information and attending authorized external conferences and/or seminars.
  • Assist with ensuring appropriate team members are educated in, and trained on, all compliance requirements to building codes and local construction ordinances and guidelines.
  • Perform any special assignments or projects as requested by members of management.

 

WORK RELATIONSHIPS AND SCOPE:

Works very closely with Estimating and with other internal team members in project management, and design. Interacts as an essential part of the purchasing team to increase efficiency and profit through accountability (internal and external); taking ownership; good communication; quality; flexibility; customer focus (internal and external); and building positive relationships.

 

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Effective decision-making and negotiation skills are the two important attributes that are required in the candidates.
  • Purchasing in the Construction Industry while keeping a positive but competitive attitude.
  • Persuasive but tactful in negotiating contracts over the phone and face-to-face, always ensuring to preserve relationships for future work
  • Bachelors’ degree in Business or Construction Management and/or at least 5 years of experience in either the commercial or industrial building industry.
  • Purchasing Agent certifications such as the Certified Purchasing Professional (CPP) and/or the Certified Professional Purchasing Manager (CPPM), is a plus, but not required.
  • Working knowledge of the materials used in construction.
  • Ability to understand and interpret architectural and engineering design documents/blueprints, job specifications and work scopes as well as read and understand shop drawings.
  • Ability to understand where service and information are needed for the benefit of internal customers.
  • Working knowledge or willingness to learn computer word processing and spreadsheet programs (MS Excel); ability to learn drawing viewer and scheduling programs along with other specialized software as needed. Experience with Timberline software is highly preferred.
  • Ability to solve practical problems and deal with a variety of situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to bring imagination and creativity to challenging situations.
  • Strong communication and organizational skills required, including the ability to plan, prioritize, and organize work effectively; work effectively and efficiently under pressure and time deadlines; multi-task and be able to frequently jump from one assignment to another; analyze problems (not just symptoms); propose reasonable solutions, make logical decisions, carry-out decisions made, and follow up with feedback where appropriate.

 

WORKING CONDITIONS:

Work is performed primarily in an office environment; however, some time will be spent in the construction field with construction crew employees where a minimal exposure to injury exists. Hours of work will generally be during regular business hours and will average 40 hours a week. There will be some variation in work hours due to project work levels, deadlines, and other customer issues.

 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, walk, use hands and fingers; reach with hands and arms; and talk or hear. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

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