Job Description

Overview

Purchasing Assistant (PA) is responsible for field support, including start packages and resolving payment issues for Suppliers/Trade Partners and maintaining community books with current information, and generating reports/downloads for management review. The PA is responsible for expediting all extra requests, including receiving orders from the field, managing the data integrity of EPO requests in Build Pro, and reviewing for proper approval rights. The PA is responsible for maintaining the insurance information for each Supplier/Trade Partner and reviewing all contracts submitted for accuracy and maintaining contract files, such as base contracts, scopes, and licenses.

Responsibilities

Primary Duties and Responsibilities

• Distribute, obtain, and utilize Site Condition Reports for budget purposes
• Generate proof reports for starts
• Generate finalized budgets and start packages for new starts
• Prepare and distribute start packages for the field and office on a weekly basis
• Maintain option cost for options per Change Orders
• Generate Cost per Square Foot reports/downloads and review for accuracy weekly
• Process Change of Vendor request/approvals within Purchasing Guidelines
• Set up and maintain P Cost Center data in JD Edwards
• Generate and review purchasing data for month end reports (Cost/Square Foot, COP, etc.)
• Distribute the Cost per Square Foot Comparison to Division Management on a monthly basis
• Maintain the Community Books for all active communities
• Corrections of problem commitments in JD Edwards
• Work with Suppliers/Trade Partners to resolve old invoices, as necessary
• Maintain organization of home files and Supplier/Trade Partner files
• Work with Trade Partners to meet all insurance requirements, as well as all contracts, scopes and other miscellaneous documents signed and filed
• Create files for newly-contracted Trade Partners
• Maintain files for all active Trade Partners
• Act as the liaison between IDS (Insurance Data Services) and the Divisions
• Monitor the information in the IDS system for accuracy
• Run monthly reports on compliance and distribute to the Divisions
• Create and distribute waivers as by the Division
• Update contract packages, as necessary
• Expedite extra material orders to the field
• Call Construction Managers for clarification on orders, when necessary.
• Print and distribute Extra Order Report weekly for review by ROC Operations Manager, Purchasing Manager(s), and Field Verification Manager(s)
• Research and resolve expediting issues as they arise
• Assist Suppliers/Trade Partners with billing issues as they arise
• Keep Design Coordinator and/or Field Verification Manager posted on issues when necessary
• Complete weekly Extras Report and distribute
• Complete Back Charge Invoices, when necessary
• Compile information from semi-annual reviews and distribute

Qualifications

Education and Experience Requirements

• • High School Diploma or equivalent required
  • 2 years office experience preferred
  • Computer literate with the ability to work with JD Edwards, Windows, Excel and Word
  • Professionally perform multiple, detailed-oriented tasks with simultaneous deadlines
  • Advanced communication skills
  • Good writing and organization skills
  • Possess strong work ethic, integrity and loyalty
  • Team player with the ability to work well under pressure
  
  
  
  
  
  
  Physical Requirements:
  
  
  

  Requires the ability to work in excess of eight hours per day, in the confined quarters of an office. Also requires the ability to read plans, bend, stoop, reach, lift, and move and/or carry items less than 50 pounds. Finger dexterity, when operating a computer keyboard and calculator is required. Office work requires sitting at a computer monitor for extended periods of time, completing paperwork and to receive/return phone messages. Standing is required for filing, scanning, and copying.

  
  

  This position outlines the basic tasks and requirements for the position noted. It is not a comprehensive listing of all job duties of the Associate. Management reserves the right to change the duties and responsibilities set forth herein at any time, with or without prior notice.