Purchasing Assistant

Position SummaryThe Purchasing Assistant supports the procurement of subcontractor trade packages and materials, assisting with bid solicitation, scope review, proposal comparisons, award documentation, and contract coordination. This position supports project budget and schedule objectives by helping obtain competitive pricing, organize scope information, and maintain accurate purchasing records.The Purchasing Assistant works under the direction of the Purchasing Manager and supports Purchasing Agents in their assigned responsibilities. This position works closely with Estimating, Field staff, and Contracts/Insurance personnel to help align purchasing activities with project requirements, constructability, logistics, and contractual obligations.Essential Duties and ResponsibilitiesTrade Package PurchasingAssist the Purchasing Manager and Purchasing Agents with the purchasing and buy-out of assigned trade packages.Review drawings, specifications, estimates, and project requirements to assist in preparing bid packages and detailed trade scope sheets.Assist in identifying qualified subcontractors and vendors, distributing bid invitations, and following up to obtain complete and timely proposals.Track bid questions, requests for information, and scope clarifications; coordinate responses with Estimating, Field staff, and other project team members.Prepare preliminary bid-leveling comparisons identifying pricing differences, inclusions, exclusions, alternates, allowances, and potential scope gaps for review.Participate in scope-review meetings with prospective subcontractors, document discussions, and follow up on outstanding items.Support pricing and scope negotiations by organizing proposal revisions, documenting clarifications, and tracking agreed-upon terms for review by the Purchasing Manager or Purchasing Agent.Draft award recommendations, approval letters, and supporting documentation for internal review and submission for final ownership approval.Assist in coordinating approved awards with Contracts/Insurance personnel to support subcontract preparation, execution, and collection of required documentation.Maintain complete and organized purchasing records, including proposals, leveling sheets, scope clarifications, approval letters, and final award documentation.Purchasing Schedule & Award TrackingAssist in preparing, maintaining, and updating purchasing schedules, including bid due dates, scope-review meetings, approval deadlines, and target award dates.Track assigned purchasing activities against established deadlines and provide status updates to the Purchasing Manager and Purchasing Agents.Assist in identifying long-lead materials and equipment and obtaining current lead-time information from subcontractors and vendors.Promptly report outstanding decisions, incomplete information, or other issues that may delay an award.Follow up on pending proposals, approvals, and contract documentation as directed.Budget Tracking & Value EngineeringAssist in tracking trade package pricing against established estimates and purchasing budgets.Prepare preliminary budget comparisons and flag pricing variances or scope-related cost changes for review.Compile current subcontractor pricing and market feedback for use by Purchasing and Estimating.Assist in gathering pricing and supporting information for Value Engineering (VE) alternatives.Coordinate requests for information on proposed alternatives with Estimating and Field staff to support evaluation of cost, constructability, schedule, and impacts on related trades.Maintain records of approved scope changes, alternates, and VE decisions within purchasing documentation.Cross-Functional CoordinationWork with Estimating to gather budget assumptions, scope information, allowances, and exclusions needed for bid solicitation and review.Coordinate with Field staff to obtain information regarding site conditions, access limitations, logistics, installation requirements, and sequencing.Work closely with Contracts/Insurance personnel to transmit approved award information, track required documentation, and follow up on outstanding items.Bring potential scope gaps, contractual exceptions, insurance concerns, and budget or schedule risks to the attention of the Purchasing Manager or Purchasing Agent.Participate in purchasing and project coordination meetings, prepare meeting notes as needed, and track assigned follow-up items.Continuous Improvement & Lessons LearnedAssist in documenting scope gaps, subcontractor issues, and field feedback identified during purchasing and project execution.Support maintenance of the company’s centralized Lessons Learned database.Assist in updating standard trade scope sheets, bid templates, and leveling documents as directed.Track subcontractor responsiveness, proposal completeness, and pricing revisions to support future bid lists and award decisions.Follow established purchasing procedures and maintain consistent documentation across assigned projects.Qualifications RequiredAssociate’s or bachelor’s degree in Construction Management, Engineering, Business Administration, Supply Chain Management, or a related field. An equivalent combination of relevant construction experience and training will also be considered.Foundational knowledge of construction purchasing, estimating, or subcontractor procurement gained through employment, internships, or relevant coursework.Basic ability to read and interpret construction drawings, specifications, trade scopes, and subcontractor proposals.Basic understanding of construction budgets, purchasing schedules, and trade coordination.Strong organizational skills, attention to detail, and ability to maintain accurate records.Strong written and verbal communication skills, including professional follow-up with subcontractors, vendors, and internal teams.Ability to manage multiple assignments, track outstanding items, and meet deadlines under supervision.Proficiency in Microsoft Office, including Excel.Willingness to learn BuildingConnected, Bluebeam, Procore, and company purchasing procedures.Prior experience or internship with a construction manager, general contractor, subcontractor, or construction supplier.Exposure to projects in the New York City construction market.Familiarity with BuildingConnected, Bluebeam, or Procore.Exposure to bid solicitation, proposal comparisons, scope review, or trade package buy-out.Familiarity with subcontract documentation, insurance requirements, or award approval processes.Exposure to mechanical, electrical, plumbing, structural, or building envelope trade packages.