Purchasing Coordinator/Executive Assistant

Purchasing Coordinator/Executive Assistant

PROVIDENCE REAL ESTATE DEVELOPMENT - 4.0

Lombard, IL Job Details Full-time $54,000 - $58,000 a year 1 day ago Benefits Paid holidays Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Qualifications Contract management Microsoft Excel Content editing Residential construction Data reporting Executive administrative support Purchase order management Research Mid-level Databases Data management Contracts Document archiving Clerical experience Productivity software Document management Procurement management Communication skills Technical Proficiency Cross-functional communication

Full Job Description Benefits:

Health insurance Purchasing Coordinator /

Executive Assistant Location:

Lombard, Illinois (100% In-Office) Job Summary We are looking for a detail-oriented professional to manage purchasing administration and system data integrity. In this role, you will support our Senior Leadership team, maintain essential data systems, and take ownership of the full lifecycle of contracts and closing documents. As a key liaison, you will bridge the gap between our field teams and trade partners to ensure all project documentation is accurate and milestones are met.

Key Responsibilities:

Contract & Document Management Full Lifecycle Oversight:

Lead the administration of contracts and closing documents, ensuring all files are accurate, executed, and archived correctly.

Compliance:

Monitor all trade partners to ensure they meet insurance requirements; coordinate new subcontractor setup, signing of contracts and bid documents.

Closing Coordination:

Manage signatures and shipping for closing documents to ensure accuracy and timely delivery.

Purchasing & Financial Support PO Management:

Manage the PO lifecycle, including generation, Variance Purchase Orders (VPOs), and the coordination of Schedules of Values (SOV) and subcontractor pricing.

Financial Tracking:

Prepare, submit, and track biannual utility rebates and assist trade partners with billing inquiries.

Reporting:

Maintain various Excel-based reports and database files, ensuring they are completed with high-level accuracy.

Executive & Team Assistance Leadership Support:

Provide day-to-day clerical support to the Purchasing Team, Vice Presidents, and President.

Project Coordination:

Assist with project schedules, spreadsheet management, and research for executive consideration.

Communications:

Facilitate clear, professional communication between field operations and trade partners and the internal purchasing team.

Office Operations:

Manage community-specific subcontractor pricing and data within Excel; provide administrative backup for other departments as needed.

Required Experience & Skills Experience:

Previous experience in homebuilding and/or purchasing is a plus.

Technical Skills:

Advanced proficiency in Microsoft Office (specifically Excel ) is required. Attention to

Detail:

Exceptional skills in composing, editing, and proofreading materials for accuracy and clarity.

Organization:

Proven ability to establish priorities, meet multiple deadlines, and manage time effectively in a fast-paced environment.

Communication:

Strong interpersonal skills for effective collaboration with vendors, trades, and internal team members.

Benefits Insurance:

Comprehensive health, dental, and vision insurance packages.

Retirement:

401(k) retirement savings plan with company matching.

Paid Time Off:

Competitive Paid Time Off (PTO) bank for vacation and personal use.

Holidays:

Paid holiday schedule covering major annual holidays.

Employment Requirements Work Authorization:

Must be legally authorized to work in the United States.

Background Check:

Employment is contingent upon the successful completion of a comprehensive background check.