Purchasing Agent

About the Role

We are seeking a highly organized and detail-oriented Purchasing Agent to join our growing team. This individual will play a critical role in supporting construction projects by ensuring materials, equipment, tools, and supplies are procured accurately, cost-effectively, and delivered on schedule.

The ideal candidate will serve as a key point of coordination between vendors, project managers, field supervisors, warehouse personnel, and accounting teams to keep projects moving efficiently and profitably. This is an excellent opportunity for someone with experience in construction, HVAC, mechanical contracting, plumbing, or procurement who enjoys working in a fast-paced environment where no two days are the same.

Key Responsibilities

Procurement & Vendor Management

• Source materials, equipment, tools, and supplies from approved vendors.
• Solicit and compare multiple vendor quotes to secure the best pricing, lead times, and value.
• Negotiate pricing, delivery schedules, and terms when appropriate.
• Develop and maintain strong relationships with suppliers and manufacturers.
• Continuously evaluate vendor performance, pricing, and reliability.

Purchase Order Administration

• Create, issue, and manage purchase orders accurately and efficiently.
• Ensure all purchase orders contain correct project information, including job name, job address, cost code, and PO number.
• Verify quantities, specifications, pricing, and delivery requirements prior to processing orders.
• Maintain accurate purchasing logs and documentation for all transactions.

Project Support

• Coordinate material procurement with Project Managers, Superintendents, Foremen, and field personnel.
• Ensure materials are ordered and delivered in accordance with project schedules.
• Monitor inventory levels and assist with material forecasting to prevent shortages and delays.
• Support multiple projects simultaneously while prioritizing urgent project needs.

Logistics & Delivery Tracking

• Track all material orders from placement through delivery.
• Follow up on delayed shipments, backorders, and missing materials.
• Coordinate delivery schedules to ensure materials arrive at the correct jobsite and when needed.
• Troubleshoot and resolve delivery-related issues quickly to minimize project disruptions.

Financial & Administrative Support

• Review vendor invoices against purchase orders and packing slips.
• Assist Accounts Payable with invoice verification and discrepancy resolution.
• Investigate and resolve pricing, quantity, billing, and receiving issues.
• Help maintain purchasing reports, cost tracking, and procurement records.

Qualifications

• 2+ years of purchasing, procurement, material coordination, or construction administration experience preferred.
• Experience within construction, HVAC, mechanical contracting, plumbing, electrical, or building services industries is highly desirable.
• Strong understanding of purchase orders, vendor management, material tracking, and job costing.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong communication and relationship-building skills.
• Proficient in Microsoft Office, including Excel and Outlook.
• Experience with NetSuite, Bill.com, ERP systems, or other purchasing/accounting software is a plus.
• Ability to read construction drawings and material takeoffs is a plus.

What We're Looking For

• Proactive problem solver who takes ownership of responsibilities.
• Strong sense of urgency and follow-through.
• Team player who works well with both office and field personnel.
• Cost-conscious mindset with a focus on efficiency and value.
• Highly dependable, organized, and accountable.