Procurement Administrator - Onsite

Procurement Administrator
Location: Hubbard, TX Onsite – Project-Based

Position Summary

The Project Procurement Administrator provides onsite administrative, organizational, and coordination support for procurement activities associated with construction projects. This position focuses on tracking trade partner procurement progress, monitoring equipment and material delivery schedules, maintaining accurate procurement records, and facilitating communication between project teams, subcontractors, vendors, and other stakeholders.

Working closely with Project Management, the Coordinator helps ensure that critical equipment, materials, and procurement milestones are properly documented, monitored, and communicated to support project schedules and construction activities.

The ideal candidate is highly organized, detail-oriented, and experienced in construction project coordination, procurement tracking, or related project support functions. While direct purchasing and procurement responsibilities are not the primary focus of this position, familiarity with construction procurement processes, long-lead equipment, and supply chain coordination is highly beneficial.

Essential Duties and Responsibilities

Procurement Tracking & Coordination

• Maintain and update project procurement logs, equipment tracking reports, and material delivery schedules for trade partners and subcontractors.

• Monitor procurement milestones, including submittal approvals, purchase order status, manufacturing progress, shipping, and anticipated delivery dates.

• Coordinate with trade partners to obtain regular updates on procurement activities, equipment status, and outstanding deliverables.

• Track long-lead equipment and critical materials to identify potential delays or impacts to construction schedules.

• Follow up with subcontractors and vendors regarding outstanding procurement information, required documentation, and delivery commitments.

• Assist in identifying procurement risks, schedule discrepancies, and potential delivery conflicts for escalation to project leadership.

• Support coordination of material and equipment deliveries with onsite construction teams.

Project Administration & Documentation

• Develop, organize, and maintain procurement tracking spreadsheets, dashboards, status reports, and supporting documentation.

• Ensure procurement information is accurate, current, and accessible to appropriate project stakeholders.

• Compile weekly procurement updates, outstanding action items, and milestone reports for project management review.

• Maintain organized records of procurement correspondence, equipment documentation, delivery confirmations, and related project information.

• Assist with tracking equipment submittals, approvals, and release-for-fabrication dates in coordination with appropriate project personnel.

• Support document control and reporting requirements associated with procurement activities.

Trade Partner & Project Team Coordination

• Serve as an administrative coordination point between trade partners, project management, scheduling personnel, and other project stakeholders.

• Participate in procurement coordination meetings, document discussions, and distribute meeting minutes and action items.

• Follow up on assigned action items to ensure timely responses and resolution of outstanding issues.

• Coordinate with project scheduling personnel to align procurement status updates with construction milestones and installation requirements.

• Communicate anticipated delivery changes, procurement constraints, and outstanding information to appropriate team members.

• Support project leadership in preparing procurement summaries and updates for internal meetings and client reporting.

General Project Support

• Provide administrative and operational support to the onsite project management team as needed.

• Assist with developing and improving procurement tracking procedures, reporting formats, and documentation practices.

• Support coordination of equipment receiving documentation, delivery records, and material status updates.

• Maintain professional working relationships with trade partners, vendors, and internal project personnel.

• Perform additional project coordination and administrative duties as assigned.

Qualifications

Education & Experience

• High school diploma or equivalent required.

• Associate's or bachelor's degree in Construction Management, Supply Chain Management, Business Administration, Logistics, or a related field preferred.

• Three or more years of experience in construction project administration, procurement coordination, supply chain support, project controls, or a related role preferred.

• Experience working with general contractors, subcontractors, construction suppliers, or equipment vendors strongly preferred.

• Familiarity with construction procurement processes, material tracking, and equipment delivery coordination is beneficial.

• Experience supporting large-scale commercial, industrial, manufacturing, or data center construction projects is a plus.

Knowledge, Skills & Abilities

• Strong organizational skills with the ability to manage multiple tracking logs, deadlines, and competing priorities.

• Proficiency in Microsoft Excel, including sorting, filtering, formulas, and maintaining detailed tracking spreadsheets.

• Working knowledge of Microsoft Office applications, including Outlook, Word, and Teams.

• Familiarity with construction management platforms such as Procore, Autodesk Construction Cloud, or similar systems preferred.

• Ability to interpret procurement schedules, equipment lists, material status reports, and related construction documentation.

• Strong written and verbal communication skills with the ability to coordinate effectively across multiple teams and trade partners.

• Ability to identify discrepancies, follow up on outstanding items, and escalate concerns appropriately.

• Strong attention to detail and commitment to maintaining accurate, timely project records.

• Ability to work independently while supporting a fast-paced, collaborative project environment.

• General understanding of construction sequencing, project milestones, and the relationship between procurement and installation schedules is preferred.

Work Environment

• This position is based onsite at an active construction project.

• Regular interaction with project management personnel, subcontractors, trade partners, and vendors is required.

• Must comply with all applicable company and project-specific safety requirements.

Equal Employment Opportunity

W.G. Yates & Sons Construction Company is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees in accordance with applicable federal, state, and local laws.