Purchasing Contract Administrator

Position Summary: The Purchasing Administrative Assistant will work within the Purchasing Department and report to the Purchasing Director. This position supports the Purchasing Department by assisting with preparing subcontracts, purchase agreements and purchase orders for issuance to Trade Contractors and Vendors. The Purchasing Administrative Assistant will also be responsible for setting up new project files and completion of miscellaneous forms as requested. This position will be fully in-office.

Salary Range: $60,000 - $75,000 annually, depending on experience and assignment location.

Essential Responsibilities: 

• Assist in the editing of subcontracts, purchase agreements and purchase orders.
• Provide cross-departmental administrative support when necessary. 
• Maintain the department template forms stored in DocuSign and update when changes are needed.
• Develop and maintenance of project files within the server.
• Provide department filing and scanning as needed.
• Provide assistance to Purchasing Director and Purchasing Manager with various tasks.
• Participate on occasion in some business errands within walking distance/bus service for delivery and/or pick-up of special projects and for lunch deliveries.
• All other administrative duties as assigned.

Qualifications:

Position Related Skills

• Excellent written and grammar skills.
• Must have a working knowledge of basic software; Windows, Word, Excel, Power Point and Outlook and a general understanding of working within a computer network.
• Must be a fast, accurate typist.
• Familiarity with contracts and templates utilizing Microsoft Word and Bluebeam. 
• Oral communication skills with an ability to develop strong interpersonal relationships. 
• Ability and willingness to cross train with other department assistants and fill in as backup when needed.
• Must be extremely organized and have a professional appearance.
• Must be flexible and willing to work under pressure to meet deadlines for any given task.
• Excellent time-management skills and ability to multi-task and prioritize work while frequently interrupted by phone calls and questions on work in progress.
• Must be able to work independently, make decisions, and follow through on all assignments.

Professional Experience and Education

• A minimum of two (2) years’ experience working in a formal office environment required.
• Previous Administrative Assistant experience preferred.
• High School Diploma or GED required.  

Physical and Mental Requirements: 

• Standing/Walking/Sitting: Workday is combination of standing, walking and sitting. 
• Must be able to climb stairs: 30% of day.  
• Hands/Arms: Constant use of hands/fingers for mouse/keyboard/computer use.  
• Sight: Visual acuity in near, mid, and far range vision. Color vision, peripheral vision, depth perception, hand/eye coordination.  
• Hearing: Sufficient to hear conversational levels in person and over the telephone. 
• Speech: Sufficient to make oneself heard in person, speak in front of groups, and be understood over the telephone.
• Lift/Carry: Up to 50lb – Minimal.
• Bending/Twisting: Minimal.  
• Kneeling/Crouching/Crawling: Minimal.  
• Constant mental alertness, accuracy, and attention to detail required.  
• Must be able to work independently, make decisions, and follow through on all assignments.  
• Must use creativity, independent judgment, and organizational and problem-solving skills to determine best method to accomplish desired results.  
• Must be able to plan and organize work.  
• Must possess strong organizational and computer use skills and have a high level of competency to read/write/speak English, interpret construction related documentation and communicate with coworkers.

**Please note, we are not able to offer employment sponsorship for this position**