Purchasing Administrator (Mechanical Buyer)

The Purchasing Administrator supports the efficient procurement of materials, equipment, and supplies required to complete mechanical construction projects on time and within budget. This role works closely with project managers, foremen, and vendors to ensure accurate ordering, competitive pricing, and timely delivery of materials to job sites.

Essential Job Functions

• Prepare and issue purchase orders based on project material lists, submittals, and approved vendor pricing.
• Coordinate with project managers and foremen to confirm material specifications, quantities, and delivery schedules.
• Track and monitor purchases from initial requisition through delivery, verifying accuracy against purchase orders.
• Maintain purchasing records, vendor information, pricing databases, and warranty documentation.
• Review vendor quotes and purchasing agreements to ensure compliance with company standards and budgetary limits.
• Communicate proactively with suppliers to resolve discrepancies, delays, or quality issues.
• Develop and maintain strong relationships with key vendors and internal stakeholders to ensure consistency and reliability.
• Assist in negotiating pricing, terms, and delivery schedules to achieve cost savings and operational efficiency.
• Monitor inventory levels and coordinate replenishment for high-usage materials and consumables.
• Ensure all purchases comply with company purchasing policies, project budgets, and contractual obligations.

Required Skills and Experience

• 3+ years of experience in purchasing, procurement, or supply chain management-preferably within the mechanical, HVAC, or construction industry.
• Strong knowledge of construction materials, mechanical equipment, and vendor supply chains.
• Proficient in Microsoft Office Suite and purchasing/ERP systems (e.g., Intacct, ServiceTitan, or similar).
• Excellent negotiation, communication, and relationship-building skills.
• Highly organized with strong attention to detail and follow-through.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Strong analytical skills and ability to interpret project budgets, cost reports, and purchase trends.

Working Conditions

Environment

• Office environment with occasional interruptions
• The noise level in the work environment is usually moderate
• Evening and/or early morning, and/or weekend hours periodically
• Ability to work remote with management approval

Physical Abilities

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time, including long periods of sitting, keyboard entry, use of office equipment, use of computer monitor
• Ability to speak concisely and effectively communicate
• Be able to communicate using a computer and phone/smart device
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
• May require physical effort and cardiac endurance while reaching with hands and arms, stooping, kneeling, crouching, standing, walking, balancing, bending, leaning, kneeling, walking, and climbing
• Carrying supplies, up to 25 lbs.