Purchasing Assistant

Position Overview

The Virtual Purchasing & Material Sourcing Assistant supports field and shop operations by managing purchasing activities, sourcing vendors, price-checking materials, and tracking orders. This role ensures the company receives the best value on materials and supplies while maintaining quality, accuracy, and timely delivery to meet project schedules.

The ideal candidate is organized, proactive, and experienced in procurement or supply management—capable of comparing prices, coordinating with suppliers, and keeping detailed purchasing records.

Key Responsibilities

Material Sourcing & Procurement

• Obtain and compare quotes from multiple suppliers for steel, fasteners, consumables, tools, paint, and other fabrication materials.
• Research new vendors and negotiate pricing, terms, and delivery schedules.
• Maintain a database of preferred suppliers with current contact info and pricing trends.
• Identify cost-saving opportunities through bulk purchasing or alternate suppliers.

Order Management

• Prepare purchase orders (POs) and track them from approval through delivery.
• Confirm order accuracy (quantity, specs, and price) before and after submission.
• Follow up on shipping confirmations, lead times, and delivery schedules.
• Coordinate with shop and field leads to verify materials received match specifications.

Price Tracking & Reporting

• Regularly update material price logs and identify changes in steel, gas, consumables, and other key categories.
• Generate purchasing reports showing vendor comparisons and cost variances.
• Provide early warnings about significant price changes or supply shortages.

Vendor Relations & Communication

• Communicate professionally with vendors via phone, email, or messaging platforms.
• Resolve discrepancies in invoicing, billing, or deliveries.
• Ensure vendors maintain proper documentation (W-9s, insurance, certifications, etc.).

Administrative & Support Tasks

• Assist with new vendor onboarding and credit applications.
• Maintain digital files of quotes, POs, and delivery receipts.
• Coordinate with the accounting team to ensure timely payments and invoice matching.
• Support project managers with material cost breakdowns or takeoffs when needed.

Qualifications

• 3+ years of experience in purchasing, procurement, supply chain, or administrative support (construction or fabrication industry preferred).
• Strong communication and negotiation skills.
• Proficient with Excel, Google Sheets, or similar tools.
• Highly organized and detail-oriented.
• Ability to work independently and manage multiple priorities.
• Familiarity with metal fabrication materials and hardware is a plus.