Job Description
Job Description
Construction Purchasing Agent
A well-established, growing, reputable construction company seeks a self-motivated, proven Construction Purchasing Agent for a key position with our team.
The Construction Purchasing Agent is responsible for managing the transition of new projects from the deal stage to active procurement and readiness for installation. This role ensures all project documentation is reviewed and uploaded correctly, vendor orders are placed strategically and on time, and that all procurement activity aligns with budgetary, operational, and scheduling needs. This role requires consistent communication between internal departments and external vendors to prevent delays and maintain project momentum.
Key Responsibilities
Ordering and Procurement
● Monitor projects in the Ready to Order status within Zoho Projects and initiate purchasing based on the approved Pick Sheets.
● Review all project documents, including Pick Sheets and Deal Notes, to confirm correct materials and quantities.
● Select the appropriate vendor for each item based on STUART’s approved vendor list, reliability, and product type.
● Negotiate favorable terms with vendors, including:
○ Bulk pricing
○ Delivery dates
○ Substitutions
○ Warranty terms
● Choose the most strategic payment method (e.g., ACH, credit, early-pay discounts), and:
○ Create and maintain a Vendor Payment Terms Document outlining each vendor’s preferred payment method and terms.
○ Share this document with the Controller to ensure correct payments are made using the most cost-effective method.
● Confirm vendor lead times and manipulate the Medium Schedule in the Gantt chart
in Zoho Projects to reflect the anticipated delivery window.
● Strategically schedule orders based on:
○ Current and projected installation capacity
○ Vendor shipping timelines
○ The goal of minimizing product idle time in the warehouse and avoiding job materials stacking up weeks in advance of scheduled installations
● Monitor projects in the Medium Schedule to track the estimated arrival date vs. the
actual or updated potential arrival date.
○ As timelines fall out of expected range, proactively contact vendors to request shipping status updates or resolutions to any delays.
○ Update the Gantt chart accordingly to maintain accurate scheduling visibility.
● Maintain ongoing communication with vendors to:
○ Confirm shipment timelines
○ Resolve supply chain or product issues
○ Adjust delivery expectations as needed
● Upload Purchase Orders (POs) and Order Confirmations into the project’s WorkDrive folder linked to the Deal.
● Enter all PO Numbers into the PO Numbers field in Zoho Projects for project-level visibility and tracking.
● Coordinate with the Warehouse Manager to:
○ Monitor inventory of common or repeat-use materials
○ Alert them of upcoming deliveries or backorders
● Immediately flag any discrepancies or vendor delays to the Project Coordinator and
Warehouse Manager that may affect the project installation date.
Vendor Process Standardization
● Create a standardized SOP for each individual vendor’s ordering process, outlining:
○ Ordering format
○ Contact protocol
○ Required documentation
○ Payment terms
○ Lead time expectations
● Ensure product naming consistency by:
○ Verifying that the product names used by vendors match the corresponding
product entries in QuickBooks
○ Working with the Controller or Accounting team to update QuickBooks when discrepancies arise to maintain consistency in procurement and financial reporting
Skills and Qualifications
● Three (3) years’ of experience in purchasing in the Construction Industry
● Excellent attention to detail and document accuracy
● Proficiency in Zoho CRM, Zoho Projects, and WorkDrive
● Familiarity with QuickBooks and product catalog maintenance
● Ability to interpret and execute from Pick Sheets, contracts, and vendor acknowledgments
● Strong written and verbal communication skills
● Prior experience in purchasing, project coordination, or construction administration
is preferred
● Ability to multitask and prioritize based on project urgency and schedule
● Certified Purchasing Professional Designation
● Bachelor’s degree in construction management preferred
Although a leader in the industry, we are small enough that you will be recognized for the contributions you make. We are proud of our exciting, stable and dynamic working environment.
Our company is an equal employment opportunity employer with a drug free workplace. In addition to the competitive salary and incentives we provide the opportunity to become an integral part of the continued growth of the company. We hire only the best and the brightest. If you consider yourself one of the best Construction Purchasing Agents in the area, please forward your resume to Human Resources.