Construction Procurement & Cost Specialist

Pensacola Habitat for Humanity Inc•Pensacola, FL

10h•Onsite

About The Position

The Construction Procurement & Cost Specialist supports Pensacola Habitat for Humanity’s mission by providing purchasing and general administrative support for the Construction Department. The primary role of this detail-oriented individual is to manage project-specific financial information and use construction management software to produce accurate construction budgets and release accurate purchase orders to vendors to keep projects moving forward. This individual will also regularly request and evaluate subcontractor and vendor bids and execute change orders to reflect any sub, price, or material variances. Other responsibilities include ensuring that subcontractor files and related documents are maintained at all times. This individual will interact routinely with vendors, subcontractors, and other employees.

Requirements

Strong attention to detail and accuracy; ability to quickly identify discrepancies, errors, and omissions.
Ability to quickly and accurately complete data entry tasks.
Ability to receive, relay, or respond to requests for information or action quickly, professionally, and effectively.
Professional, personal presentation and demeanor in all internal and external communication.
Excellent verbal and written communication skills.
Ability to work respectfully, courteously, and with a positive attitude when dealing with suppliers and sub-contractors.
Excellent leadership, collaboration, and project management skills.
Reliable, punctual, and trustworthy.
High school diploma or GED required.
Bookeeping or other financial experience preferred.
Two to three years’ minimum administrative or clerical experience required (construction industry preferred).
Two years’ minimum customer service experience required.
Proficiency using Microsoft Office (Word, Excel, and Outlook required; MS Teams helpful).
This position requires a valid state driver’s license, safe driving record, reliable transportation, and insurability through our vehicle insurance carrier.

Nice To Haves

Experience using Microsoft Project and Buildertrend software a plus.

Responsibilities

Commit to Pensacola Habitat for Humanity’s mission of building homes, community, and hope.
Provide administrative support for construction related activities, including but not limited to data entry, data reconciliation, records management, and vendor set-up and maintenance, including insurance renewals and subcontractor agreements.
Communicate clearly, concisely, and professionally with vendors, subcontractors, employees, customers, and other stakeholders, both verbally and in writing.
Review invoices, receipts, and purchase orders for accuracy; identify discrepancies in pricing, quantity, product received, job site location, etc.; determine and implement appropriate resolution to address any deficiencies.
Check in as requested with current vendors regarding any pricing updates, obtain bids from other vendors as requested, providing all information necessary to support informed decisions. When decisions are made complete change order processes, including approvals and all template and job updates. Determine appropriate accounts payable code for invoices and receipts; assign to proper funding source; scan documents and enter data in construction management database; submit to Finance department for payment.
Maintain updated subcontractor agreement files; ensure new agreements are signed in a timely manner; revise agreement verbiage at direction of supervisor; request updated supporting documents as needed.
Under direction and with guidance of supervisor, take lead role in creating projects and managing data entry of project information into construction management software.
Assist in scheduling and monitoring completion of training requirements for Construction and Community Development employees.
Attend weekly staff meetings and other meetings as assigned.
Complete other duties as assigned to meet the needs of the organization.
Manage procurement process by keeping all pricing, subcontractor, and vendor information up to date, including:
Contracts prepared, signed and new pricing entered into system.
Create and update pricing agreements.
Update procurement checklist.
Management of construction costing by plans.
Management of overall construction project budgets.
Prepare budgets for approval by Land Committee as needed.
Release purchase orders to subcontractors and vendors to keep construction projects current.
Maintain procurement files by ensuring compliance (Insurance, etc.).