The Virtual Purchasing Assistant (Purchasing Admin) is a remote role responsible for supporting the purchasing function through digital workflows, including creating and managing electronic purchase orders, maintaining vendor and item data, and coordinating with suppliers via email and online platforms. This position focuses on data accuracy in systems such as Sage, adherence to procurement policies, and timely support of project and purchasing teams to help ensure profitable, onbudget jobs.
RESPONSIBILITIES
- Create, submit, and update purchase orders in the ERP/purchasing system; track order status, resolve discrepancies, and ensure supporting documentation is complete and organized.
- Communicate with suppliers digitally (email, portals, phone) to request quotes, confirm pricing and availability, follow up on deliveries, and resolve basic issues related to orders and invoices.
- Maintain accurate vendor, item, and pricing records; update catalogs, preferred vendor lists, and vendor “hot sheets” to support buying power and consistency.
- Support inventory and job buyouts by entering and updating project specific POs, aligning pricing with awarded quotes, and maintaining cost data at the cost code level in Sage or similar systems.
- Run and format recurring reports (e.g., spend by vendor, PO accuracy, budget vs. actual at costcode level, commodity price trends) and publish them in Ninety.io or other internal tools as assigned.
- Assist with digital fleet/asset tracking as needed by updating system records for vehicles and tools (assignments, registrations, service dates) based on information provided by the fleet and field teams, without any inperson inspections.
- Ensure all purchasing activities follow internal procurement policies, approval workflows, documentation standards, and audit requirements; help maintain standardized templates and checklists.
- Monitor market and commodity pricing for key electrical materials, flag significant changes, and summarize potential savings or risks for the purchasing or project team on a regular cadence.
QUALIFICATIONS
- Experience in purchasing, procurement, or administrative support, preferably in construction or electrical contracting, with a strong understanding of electrical materials and equipment.
- Proficiency with Microsoft 365 tools (Outlook, Excel, SharePoint, Teams) and comfort working in ERP/purchasing and accounting tools such as Sage.
- Strong written and verbal communication skills, high attention to detail, and excellent time management in a remote work environment.
- Ability to analyze quotes, compare pricing and terms, interpret basic cost and budget reports, and assess supplier performance trends.
- An associate’s degree in Supply Chain, Business, or a related field is a plus; procurement certifications (CPSM, CPP, or similar) are preferred but not required.
- Reliable highspeed internet, appropriate home workspace, and ability to work within agreedupon core business hours.
Requirements
This is a 100% Remote Work
Up to $6/hr
This is a full time role
