Assistant - Project - WDD Construction Purchasing

Job Description

Project Development

• Enter new contacts / vendors into both the Purchasing and Accounting systems and collect necessary registration information for new vendors including W-9 form.
• Develop and distribute bid packages under the guidance of senior members of the project team.
• Prepare bid analysis and spreadsheets for senior members of the project team.

Project Administration

• Enter and file specifications provided by the Interiors department.
• Basic bidding requests and retrieval / confirmation of vital order information such as terms, FOB, etc.
• Produce purchase orders and change orders by the request of senior members of the project team.
• Produce, validate and distribute check requests.
• Data entry and basic follow up with vendors to expedite current orders, including coordination with freight forwarders and international entities.
• Inspection and quality control of delivered shipments at warehouse.
• Processing of submittals and maintainence the submittal log.
• Communicate information related to assigned projects to vendors and other members of the project team.
• Maintain timely, accurate and useful project records in the online purchasing system and filing system.
• Execute administrative tasks assigned by senior members of the project team in an efficient and timely manner.
• Produce requested reports and project summary documents for senior staff.

Project Completion

• Prepare shipping and installation documents under the guidance of senior members of the project team.
• Assist in follow up and resolution of warranty claims or punch list completion.
• Effectively work with Accounting and senior members of the project team to close out installed projects.

Qualifications

• Maintains and promotes exceptional integrity and reputation of the department
• Maintains strict confidentiality outside the company of all program design, sources and schedules
• Ability and positive willingness and duty to work the work varying schedules and hours required to meet the business needs of the project at hand, including travel when necessary. A 40-45 hour work week is typical
• Encourage good relationships, promote team spirit, and insure effective two way and multicultural communications among all WDD disciplines as well as the Operational team, vendor base, and service providers
• Accept any other duties and responsibilities assigned by senior staff as required to insure delivery and installation of all required FFE within project schedules and budgets

Competencies

• Any combination of education, training, or experience that provides the required knowledge, skills, and abilities
• Past FF&E purchasing experience preferred
• Excellent verbal and written communication skills
• Excellent computer skills including all Microsoft office programs
• Impeccable integrity and organizational skills
• Exceptional attention to detail and ability to multi-task
• Team player that thrives in a high pressure work environment
• Must be eighteen years of age or older

Additional Information

Job Details

About The Company

Report