Position Summary
The Purchasing Coordinator/Estimator is responsible for coordinating the sourcing, pricing, purchasing, and delivery of materials, supplies, and services required for residential construction projects. This role works closely with vendors, Project Managers, Superintendents, Accounting, and Estimating to ensure materials are accurately priced, ordered, and delivered in alignment with project schedules and budgets.
The Purchasing Coordinator/Estimator plays an important role in maintaining accurate job costs, identifying cost-saving opportunities, supporting project schedules, and ensuring materials meet company quality standards.
Core Job Duties
Vendor Coordination & Procurement
- Source and maintain professional relationships with suppliers, manufacturers, and vendors.
- Request and compare pricing for materials and services.
- Assist with negotiating pricing, contracts, and purchasing terms.
- Evaluate vendor pricing, quality, availability, and reliability.
- Maintain an approved and up-to-date vendor list.
- Research alternative suppliers and materials when needed.
Material Purchasing & Ordering
- Review construction plans, specifications, and takeoffs to determine material requirements.
- Prepare and place material orders for active and upcoming construction projects.
- Ensure materials are ordered in accordance with project schedules.
- Verify order accuracy, including quantities, specifications, pricing, and delivery timing.
- Follow up on outstanding orders and confirm expected delivery dates.
- Communicate changes in material availability, pricing, or lead times to appropriate team members.
Estimating & Pricing
- Assist with estimating material costs for new and upcoming residential construction projects.
- Review plans, specifications, and takeoffs for material requirements.
- Obtain current vendor pricing and update cost information as needed.
- Maintain accurate pricing databases and records.
- Assist with material selections and pricing comparisons.
- Identify pricing discrepancies and potential cost-saving alternatives.
- Provide current material pricing information to the estimating and construction teams.
Budget & Cost Control
- Monitor material costs against approved project budgets.
- Review purchasing costs and identify potential budget variances.
- Identify cost-saving opportunities through vendor pricing, volume purchasing, and alternative materials or suppliers.
- Track material price fluctuations and communicate significant changes.
- Work closely with Accounting to ensure purchasing information supports accurate job costing.
- Assist with reviewing material costs for completed and ongoing projects.
Scheduling & Delivery Coordination
- Coordinate material deliveries to align with construction schedules.
- Confirm delivery dates and site readiness with Project Managers and Superintendents.
- Follow up with vendors to help prevent material-related construction delays.
- Communicate delivery schedules and changes to appropriate field personnel.
- Resolve delivery issues, shortages, incorrect materials, or damaged shipments in a timely manner.
- Coordinate returns, replacements, and credits when necessary.
Purchase Orders & Documentation
- Prepare and issue purchase orders for materials and services.
- Ensure purchases are assigned to the appropriate job and cost code.
- Verify purchase order information for accuracy before issuance.
- Maintain accurate records of purchase orders and procurement transactions.
- Track purchase orders from issuance through delivery and invoicing.
- Assist with matching invoices to purchase orders and resolving discrepancies.
Inventory & Material Coordination
- Monitor material inventory levels when applicable.
- Help prevent over-ordering, shortages, and unnecessary material waste.
- Coordinate staging and storage of materials when needed.
- Track commonly used materials and supplies.
- Communicate potential shortages or supply issues before they impact construction schedules.
Internal Team Collaboration
- Work closely with Project Managers and Superintendents regarding job-specific material needs.
- Coordinate with Accounting/Accounts Payable regarding purchase orders, invoices, and discrepancies.
- Communicate material pricing, availability, and cost trends to the appropriate team members.
- Support the estimating team with current vendor pricing and material information.
- Communicate effectively with both office and field personnel to keep purchasing activities aligned with project needs.
Quality Assurance
- Verify that purchased materials meet company standards and applicable specifications.
- Address issues involving defective, incorrect, damaged, or substandard materials.
- Coordinate with vendors regarding replacements, corrections, returns, and credits.
- Help maintain consistency in material quality across residential projects.
Reporting & Analysis
- Track purchasing costs and identify potential savings opportunities.
- Maintain accurate purchasing and pricing records.
- Provide updates on material pricing, availability, and lead-time changes.
- Assist with forecasting material costs for upcoming projects.
- Provide purchasing information needed for job cost analysis and financial reporting.
- Prepare purchasing-related reports and summaries as requested.
Key Performance Indicators (KPIs)
- Purchasing cost savings compared to budget
- Purchase order accuracy
- On-time material delivery rate
- Vendor pricing and reliability
- Reduction of material waste and over-ordering
- Material cost adherence to project budgets
- Turnaround time for purchasing requests
- Accuracy of material estimates and pricing
- Resolution time for purchasing and delivery issues
- Quality and accuracy of purchasing documentation
Skills & Qualifications
- Strong organizational and time-management skills
- Strong vendor communication and negotiation skills
- Knowledge of residential construction materials and processes
- Ability to read and interpret blueprints, construction plans, specifications, and takeoffs preferred
- Strong attention to detail and accuracy
- Ability to manage multiple projects, orders, and deadlines simultaneously
- Proficiency in Microsoft Excel and purchasing/accounting software
- Understanding of construction budgeting and job costing
- Strong written and verbal communication skills
- Ability to work effectively with office and field personnel
- Bachelor's Degree in Construction Management, Business, Accounting, or a related field preferred
- 2+ years of experience in construction purchasing, procurement, estimating, or residential home building preferred
