Purchasing Specialist I

General Summary: This entry-level position supports the purchasing function by administering subcontractor prequalification, reviewing purchase requisitions, managing purchase orders, and auditing invoices.

Duties and Responsibilities 

• Administers subcontractor prequalification, including verifying documentation for completeness and accuracy and keeping reviews on schedule.  
• Reviews routine purchase requisitions and coordinates management approval for indirect and direct purchase categories.
• Creates, tracks, and manages purchase orders, ensuring accuracy and compliance with company policies.
• Interacts with suppliers to place orders, schedule deliveries, and resolve shipping errors.
• Performs three-way matching for invoices related to materials or services and resolves material shortages and invoice discrepancies.
• Maintains timely flow of purchase requisitions and invoices to consistently meet department KPIs.
• Reconciles account statements from strategic suppliers to ensure payables due are accurate and current.
• Provides clerical support, assists other Purchasing Department staff  as needed, and contributes to process-improvement 
• efforts.
• Performs other incidental and related duties as required.

Educational Requirements: 

Associate degree or an equivalent combination of education and experience is required.

Experience Requirements:

Two (2) years of purchasing or accounts payable experience is preferred. 

Knowledge / Skills Required:

Basic understanding of subcontractor prequalification processes used to evaluate potential subcontractors. Working knowledge of purchasing principles, including procure-to-pay processes. Basic understanding of bookkeeping practices and procedures, including general ledger codes and cost centers. Strong verbal and written communication skills for resolving invoice discrepancies and reconciling purchase orders with suppliers, field personnel, and internal departments. Excellent organizational skills and the ability to perform well in a fast-paced environment. Basic proficiency in word processing, database, and e-mail applications. Intermediate proficiency in spreadsheet applications preferred. Experience with heavy equipment rental terms, rates, and billing cycles a plus.

Physical Demands: 

Required to work in a standard office environment in a sitting position 80% of the time. Must be able to operate a computer and may occasionally lift or move items up to 25 pounds. 

Working Conditions: 

Standard indoor office environment.

Position Interacts With (indicate internal and external contacts):

Company staff and management, subcontractors, and suppliers.