Purchasing Administrator

Primary Function

The Purchasing Admin is an entry-level position within Dacon’s Procurement department responsible for supporting the day-to-day operations of the purchasing function. This role assists in the processing of purchase orders, invoices, lien waivers, and receivers; prepares subcontracts; and compiles vendor lists in support of the bid process. Assignments are closely supervised and are designed to develop the employee’s knowledge of procurement processes and company systems. The position will be based in our Deer Park, Texas office located at 1300 Underwood Rd, Deer Park, TX 77536 and will report to Dacon’s Director of Procurement.

Duties & Responsibilities

Employee may be called upon to perform any or all of the following functions:

• Learn and apply Dacon’s standard procurement processes and procedures, including PO creation, invoice processing, and subcontract administration.
• Create and process purchase orders for project materials, including the application of applicable tax and freight charges.
• Prepare subcontracts and follow up to obtain appropriate approvals in a timely manner.
• Process invoices daily, coding each with the appropriate job and purchase order numbers for materials and subcontracts.
• Confirm that invoices reflect correct pricing; research discrepancies and contact vendors to resolve billing issues.
• Collect and organize receivers and lien waivers from job sites; match to the appropriate invoice or subcontract and gather required signatures for payment authorization.
• Compile vendor lists based on project bills of materials for both materials and subcontracts, supporting the bid solicitation process.
• Assist Buyers with vendor onboarding activities, including collection and verification of required documentation such as W-9 forms, insurance certificates, and vendor qualification forms.
• Maintain accurate and organized electronic files for all jobs, purchase orders, and procurement records.
• Coordinate with Project Managers, Construction Managers, Procurement team members, and Accounting to ensure invoices and subcontracts are processed correctly and on schedule.
• Perform special projects and complete other duties as assigned or requested.

How You Will Make an Impact

• Keep project financials moving by processing invoices, receivers, and lien waivers accurately and on time, reducing payment delays and administrative bottlenecks.
• Support project teams with timely PO processing and vendor documentation so materials and subcontracts are in place when construction needs them.
• Protect Dacon’s procurement records by maintaining organized, complete files that support audits, dispute resolution, and financial reporting.
• Free senior Buyers and Project Managers to focus on strategic sourcing and project execution by handling routine procurement administrative tasks with accuracy and reliability.

Minimum Qualifications / Experience

Required

• High school diploma or GED required.
• Prior experience in purchasing, procurement, or a related administrative/operations role is a plus; no minimum years of experience required.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Good organizational skills, including the ability to manage multiple tasks simultaneously and maintain accurate records in a fast-paced environment.
• Strong interpersonal skills with the ability to communicate effectively across all levels of the organization.
• Ability to work collaboratively within a team and take direction from senior staff.
• Driving is not required for this position.

Preferred

• Associate’s degree in Supply Chain Management, Accounting, Business, or a related field (2 years of relevant experience may be considered in lieu of degree).
• Experience in a construction, engineering, energy, or industrial environment.
• Familiarity with ERP or procurement systems.

Physical Requirements

LEVEL 1 – Office (Sedentary Work)

• Ability to sit for extended periods while working at a computer.
• Frequent use of hands and fingers for typing, writing, and operating office equipment.
• Ability to communicate effectively verbally and in writing.
• Ability to occasionally stand and walk within an office environment.
• Ability to lift up to 10 pounds occasionally.

Environmental Conditions

• Work is primarily performed in a climate-controlled office environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions as defined by Company policy.