Purchasing Coordinator/Executive Assistant

PROVIDENCE REAL ESTATE DEVELOPMENT

Lombard, IL

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JOB DETAILS

SKILLS

Billing, Communication Skills, Contract Management, Data Quality, Detail Oriented, Documentation, Editing, Establish Priorities, Executive Assistant Skills , Financial Support, Health Insurance, Insurance, Interpersonal Skills, Leadership, Maintain Compliance, Microsoft Excel, Microsoft Office, Operational Communications, Organizational Skills, Pricing, Procurement Management, Project Schedule, Project/Program Coordination, Proofreading, Purchase Orders, Purchasing/Procurement, Shipping Documents, Spreadsheets, Systems Maintenance, Team Player, Time Management

LOCATION

Lombard, IL

POSTED

30+ days ago

Benefits:

Health insurance

Purchasing Coordinator / Executive Assistant
Location: Lombard, Illinois (100% In-Office)

Job Summary
We are looking for a detail-oriented professional to manage purchasing administration and system data integrity. In this role, you will support our Senior Leadership team, maintain essential data systems, and take ownership of the full lifecycle of contracts and closing documents. As a key liaison, you will bridge the gap between our field teams and trade partners to ensure all project documentation is accurate and milestones are met.

Key Responsibilities:

Contract & Document Management
· Full Lifecycle Oversight: Lead the administration of contracts and closing documents, ensuring all files are accurate, executed, and archived correctly.
· Compliance: Monitor all trade partners to ensure they meet insurance requirements; coordinate new subcontractor setup, signing of contracts and bid documents.
· Closing Coordination: Manage signatures and shipping for closing documents to ensure accuracy and timely delivery.

Purchasing & Financial Support
· PO Management: Manage the PO lifecycle, including generation, Variance Purchase Orders (VPOs), and the coordination of Schedules of Values (SOV) and subcontractor pricing.
· Financial Tracking: Prepare, submit, and track biannual utility rebates and assist trade partners with billing inquiries.
· Reporting: Maintain various Excel-based reports and database files, ensuring they are completed with high-level accuracy.

Executive & Team Assistance
· Leadership Support: Provide day-to-day clerical support to the Purchasing Team, Vice Presidents, and President.
· Project Coordination: Assist with project schedules, spreadsheet management, and research for executive consideration.
· Communications: Facilitate clear, professional communication between field operations and trade partners and the internal purchasing team.
· Office Operations: Manage community-specific subcontractor pricing and data within Excel; provide administrative backup for other departments as needed.

Required Experience & Skills
· Experience: Previous experience in homebuilding and/or purchasing is a plus.
· Technical Skills: Advanced proficiency in Microsoft Office (specifically Excel) is required.
· Attention to Detail: Exceptional skills in composing, editing, and proofreading materials for accuracy and clarity.
· Organization: Proven ability to establish priorities, meet multiple deadlines, and manage time effectively in a fast-paced environment.
· Communication: Strong interpersonal skills for effective collaboration with vendors, trades, and internal team members.

Benefits
· Insurance: Comprehensive health, dental, and vision insurance packages.
· Retirement: 401(k) retirement savings plan with company matching.
· Paid Time Off: Competitive Paid Time Off (PTO) bank for vacation and personal use.
· Holidays: Paid holiday schedule covering major annual holidays.

Employment Requirements
· Work Authorization: Must be legally authorized to work in the United States.
· Background Check: Employment is contingent upon the successful completion of a comprehensive background check.

About the Company

PROVIDENCE REAL ESTATE DEVELOPMENT

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