PURCHASING ADMINISTRATIVE ASSISTANT

RESPONSIBILITIES INCLUDE:

 

Provide administrative support to the company including:

 Building Permit Application Packages:

  1. Assemble building packages including site plans, custom plans, engineering information as required by each jurisdiction.
  2. Prepare check requests for permits for permit fees, sewer, water, and applicable impact fees.
  3. Take building permits to the appropriate jurisdictions; we are currently in Frederick County; Frederick City; Montgomery County; Charlestown, WV; Round Hill, VA; and Gettysburg, PA.
  4. Cultivate relationships with all municipalities and understand their different requirements and internal procedures in order to obtain building permits prior to the start of construction.

Start Packages: 

  1. Assemble start packages as directed by Contracts and Settlement Coordinator;
  2. Print, copy and scan information as directed;
  3. Scan and post all information into the Builder Portal;
  4. Notify Trades as requested;

Estimating and Costing Support:

  1. Assist in building of Estimating Assemblies as directed;
  2. Update vendor pricing as directed;
  3. Print and review “open PO” report monthly working with Trade Contractors to ensure that any open purchase orders that need to be paid are processed accordingly;
  4. Review and compare option pricing from Sales Simplicity by community to correct and discrepancies;
  5. Add missing options to communities as requested by Sales Managers and/or Purchasing Department.
    1. This requires that the option be built in the system, any rules and/or attributes added to the option.
    2. This task is complete when Sales Simplicity is checked and the option is in the system.
  6. Verify VPO requests with Superintendent and issue as approved;

Pricing and Bidding:

  1. Assist Purchasing Manager, Estimators, and/or Purchasing Coordinator in flow of paperwork.
  2. Assist with contracting Trade Contractors for custom design request pricing as directed.
  3. Email plans to Trade Contractors as needed for bidding.
  4. Assist in coordination of new bidders, bids, pricing etc.
  5. Research missing vendor payments as directed;

Other Administrative Responsibilities: 

  1. Serve as contact in phone rotation and front desk greeting of visitors;
  2. File documents in job files as directed;
  3. Serve as liaison for Sales Managers Custom Design Requests and distribute them to the appropriate Estimator for pricing;
  4. Binding Homeowners manuals;
  5. Update Construction Schedules weekly and distribute them to the Superintendent;
  6. Update the integration from Purchasing and Accounting weekly;
  7. Scan and return Custom Design Requests to Sales Managers;
  8. Track the status of Custom Design Requests from Sales back to the office;
  9. Champion technology goals;
  10. Apply for and budget for Manufacturers Rebates;
  11. Other duties as assigned.

 

Candidate Qualifications: 

  1. Proficient in Microsoft applications including Word, Excel, and Outlook;
  2. Experience with Builder MT is preferred.
  3. Experience with PO system is preferred.
  4. Experience with Sales Simplicity is preferred.
  5. Must have the ability to multi-task and follow through.

 

Skills Required: 

  1. Detail Oriented;
  2. Technically proficient;
  3. Systems Oriented, organized and excellent follow-up skills;
  4. Ability to handle a wide range of tasks;
  5. Can work in a fast paced environment;
  6. Ability to work with multiple people;
  7. Proactive Communicator;
  8. Ability to handle a wide range of tasks and multiple priorities with ease;
  9. Team Player;
  10. Positive Attitude

Please send résumés to [email protected]


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