Purchasing Administrative Assistant

Dynamic Systems, Inc., a leading mechanical and process construction contractor, seeks a Purchasing Administrative Assistant to support procurement for large-scale HVAC, plumbing, and process piping projects. In this fast-paced, project-driven role, you will prepare purchase orders, track deliveries, maintain vendor records, and verify pricing and quantities to keep complex data center, healthcare, and industrial jobs on schedule. You'll collaborate closely with project managers, field teams, and vendors, using ERP and Excel to manage data and reports. Join a collaborative, safety- and quality-focused environment with strong training, career growth, and national project exposure.

Responsibilities

• Support purchasing team with creation and processing of purchase orders for HVAC, plumbing, and process piping materials and equipment
• Track order status, shipments, and delivery schedules; follow up with vendors to resolve delays or discrepancies
• Maintain accurate purchasing records, vendor files, and price lists in ERP or procurement software
• Verify pricing, quantities, and approvals on requisitions and invoices; flag and help resolve variances
• Coordinate with project managers, field teams, and warehouse staff to ensure timely material availability for construction projects
• Assist with obtaining quotes, comparing bids, and updating preferred vendor information
• Prepare purchasing reports, spreadsheets, and documentation for audits and project reviews
• Support onboarding of new vendors, including collection of compliance and safety documentation
• Help improve purchasing workflows and standard operating procedures in a fast-paced, project-driven environment
• Provide general administrative support to the procurement department, including scheduling, filing, and communications

Required Skills

• Purchase order processing
• Procurement support
• Construction industry terminology
• Vendor management
• ERP or purchasing software
• Microsoft Excel and Office
• Data entry and recordkeeping
• Invoice and pricing verification
• Basic contract and quote comparison
• Written and verbal communication