Purchasing Support Administrator (US Construction)

WE'RE HIRING: PURCHASING SUPPORT ADMINISTRATOR (US Construction)

Remote | Philippines-Based Independent Contractor

Compensation: $1300

About the Company

We are a Florida-based commercial flooring company serving clients across healthcare, corporate, education, hospitality, and retail sectors. We provide end-to-end flooring solutions, including product specification, installation, maintenance, and sustainable reclamation. Known for quality, efficiency, and professionalism, we partner with architects, contractors, and facility managers to deliver flooring projects on time and to exacting standards.

Role Summary

We are looking for a Purchasing Support Administrator to assist our Senior Purchaser with procurement-related tasks. This role is primarily focused on preparing purchasing support documents, coordinating procurement activities, managing vendor communications, and maintaining records. The ideal candidate is detail-oriented, proactive, and capable of managing multiple administrative tasks in a fast-paced environment.

Key Responsibilities

Procurement Assistance

-Support the Senior Purchaser in procurement activities, including compiling materials lists and coordinating lead times.

-Assist in ordering flooring samples and tracking their status.

Submittals & Close-Out Documentation

-Prepare and submit project submittals including material specifications, compliance documents, and warranty information.

-Compile close-out packages with all necessary documentation to finalize projects.

-Ensure all procurement-related documents meet project and regulatory requirements.

Document Preparation & Management

-Prepare and format accurate submittal cover sheets and label forms in compliance with project specifications.

-Utilize spec intel programs to compile and distribute electronic submittal packages.

Vendor Communication

-Communicate with flooring and material vendors to track orders, obtain lead times, and relay updates to the Senior Purchaser.

-Follow up on outstanding orders and resolve any discrepancies in a timely manner.

Record Keeping & Reporting

-Maintain detailed records of procurement activities, including purchase orders, invoices, and delivery confirmations.

-Ensure documentation is accurate, up to date, and easily accessible for reporting and auditing purposes.

Administrative Support

-Assist in managing correspondence, organizing files, and handling general administrative tasks to support the purchasing department.

-Provide additional administrative assistance to other departments as needed.

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Required Skills & Qualifications

-Experience: Previous experience in procurement, purchasing administration, or the flooring/construction industry is preferred.

-Submittal & Close-Out Knowledge: Experience preparing and managing project submittals and close-out documentation preferred.

-Technical Proficiency: Comfortable using Microsoft Office Suite (Excel, Word, Outlook) and procurement software.

-Attention to Detail: Ability to prepare accurate documents and track multiple orders efficiently.

-Communication Skills: Strong written and verbal communication skills for vendor correspondence.

-Organizational Skills: Ability to manage multiple tasks, prioritize workloads, and meet deadlines.

-Proactive Mindset: Self-motivated and capable of working independently while maintaining a team-oriented approach.