Procurement Coordinator
Reports To: Procurement Lead
Company Overview
Encompass is a dynamic, growth-oriented company with a strong commitment to excellence, innovation, and servant leadership. We are passionate about serving our communities and delivering quality outcomes across all aspects of design, development, and construction. The Procurement Coordinator will join a collaborative, high-performance team focused on supporting procurement operations and ensuring projects have the materials, equipment, and services needed for successful execution.
Position Overview
The Procurement Coordinator is responsible for supporting procurement activities across multiple construction, development, and specialty projects. Working closely with the Procurement Specialist, this position plays a vital role in sourcing vendors, collecting and comparing quotes, tracking procurement activities, maintaining project documentation, and coordinating material and equipment deliveries.
The ideal candidate is highly organized, detail-oriented, and resourceful, with strong communication and analytical skills. This individual will help ensure materials, equipment, furnishings, specialty products, and subcontracted services are procured efficiently, delivered on schedule, and aligned with project budgets.
Key Responsibilities
Vendor Sourcing & Research
- Research suppliers, manufacturers, distributors, and subcontractors to meet project requirements.
- Identify qualified vendors based on project specifications, budget, location, and schedule.
- Source materials, equipment, rentals, furnishings, fixtures, finishes, and specialty products.
- Develop and maintain a database of preferred vendors and subcontractors.
Quote & Bid Management
- Obtain and organize competitive quotes for materials, equipment, rentals, and subcontracted services.
- Prepare quote comparison summaries highlighting pricing, freight costs, lead times, warranty information, and other key differences.
- Assist in evaluating vendors to determine the best overall value for each project.
- Follow up with vendors to ensure timely quote submissions.
Procurement Support
- Assist with procurement tracking and documentation.
- Maintain records of quotes, proposals, specifications, lead times, and vendor communications.
- Track material availability, backorders, substitutions, and lead-time changes.
- Coordinate with vendors regarding order status and shipment updates.
Project Documentation & Closeout
- Collect and organize installation instructions, care and maintenance guides, warranty information, specification sheets, certifications, and operation manuals.
- Maintain digital closeout folders for purchased materials, equipment, furnishings, and specialty products.
- Coordinate with vendors and manufacturers to obtain missing closeout documentation.
- Ensure project teams receive required documentation for project turnover and completion.
- Assist in compiling project closeout packages and record documents.
Project Coordination
- Communicate with project managers and field teams regarding procurement requirements.
- Assist in coordinating material deliveries and rental equipment schedules.
- Help identify procurement risks that could impact project schedules.
Administrative Support
- Organize procurement files and project documentation.
- Maintain procurement tracking spreadsheets and reporting tools.
- Support budget tracking and cost comparison efforts.
Required Qualifications
- Strong research and analytical skills.
- Excellent organizational and time-management abilities.
- Ability to manage multiple projects and priorities simultaneously.
- Strong communication skills with vendors, subcontractors, and internal teams.
- Proficiency in Microsoft Excel, Google Sheets, and Microsoft Office Suite.
- Ability to work independently while collaborating effectively within a team.
- Strong attention to detail and commitment to accuracy.
- Ability to read and interpret specifications, product information, and vendor proposals.
Preferred Qualifications
- Experience collecting and comparing vendor quotes.
- Experience organizing project documentation, warranties, operation manuals, closeout packages, or construction project records.
- Experience in construction, development, procurement, purchasing, project coordination, or estimating.
- Familiarity with procurement tracking, vendor management, and construction project documentation.
Preferred Traits
- Highly detail-oriented with strong organizational skills.
- Self-starter who works well independently.
- Comfortable making phone calls and following up with vendors.
- Strong problem-solving and critical-thinking abilities.
- Adaptable and able to respond quickly to changing project requirements.
- Curious, resourceful, and proactive when researching unfamiliar products or services.
Work Environment
- In-office position.
- Standard work hours: Monday – Friday, 8:45 AM – 5:00 PM.
Why Encompass?
At Encompass, we believe in servant leadership and are dedicated to fostering a culture where employees feel empowered and valued. We offer competitive salaries, benefits, and opportunities for professional development and growth within a fast-paced, innovative environment.
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Work Location: In person
