Purchasing Administrator

 Employment Type: Full-Time 

FSLA: Salary/Exempt 

Division:  Purchasing  

Department:  Purchasing 

Reports to:  Regional Purchasing Manager 

Supervisory Duties: No 

Salary Range: $65,000

The Purchasing Administrator supports the Purchasing team by coordinating administrative functions related to subcontractor and vendor procurement for Consigli Construction projects. This role works closely with Purchasers, Project Managers, and Estimators to help ensure purchasing activities are organized, accurate, and completed on schedule. The Purchasing Administrator plays a key role in maintaining documentation, tracking procurement progress, and supporting contract and prequalification processes. 

Responsibilities / Essential Functions 

• Support Purchasers and project teams with administrative tasks related to subcontractor and vendor procurement. 

• Load and maintain project information in buy sheets as projects are set up for purchasing, including schedules. 

• Assist in preparing subcontract agreements and material purchase documentation by transferring data from Excel into Word. 

• Verify subcontractor prequalification status in Pantera and flag any issues as purchasing progresses. 

• Identify and communicate prequalification or leveling sheet issues to the Purchasing team. 

• Track and follow up on aging contracts to ensure timely execution. 

• Collect and maintain subcontractor lead times and pricing updates, entering data into tracking tools. 

• Enter subcontractor notifications and updates into the corporate Call Log. 

• Request and gather new subcontractor references and maintain organized records. 

• Utilize multiple internal platforms (e.g., SharePoint, Quick Base, Pantera) to manage and track procurement activities. 

• Maintain accurate and organized digital documentation for all purchasing-related activities. 

• Support coordination and communication between Purchasing and project teams. 

• Perform other duties as assigned by the Regional Purchasing Manager or Director of Purchasing. 

Key Skills 

• Strong organizational and administrative skills with high attention to detail. 

• Ability to manage multiple tasks, prioritize effectively, and meet deadlines. 

• Strong communication skills, both written and verbal. 

• Ability to work collaboratively in a team-oriented environment. 

• Proactive and self-motivated with a strong sense of ownership. 

• Comfortable working in a fast-paced environment with shifting priorities. 

• Analytical and problem-solving skills. 

• Ability to handle sensitive information with professionalism and confidentiality. 

• Strong data entry and documentation accuracy. 

• Positive attitude and willingness to support team needs. 

Required Experience  

• Associate’s or Bachelor’s degree in business, construction management, or a related field preferred. 

• 2–5 years of administrative or procurement support experience, preferably in construction or a related industry. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) required. 

• Experience working with multiple systems or databases (e.g., SharePoint, Quick Base, Pantera) preferred. 

• Familiarity with construction documents, subcontractors, or procurement processes is a plus. 

• Strong computer and data management skills required.