Purchasing/Admin Assistant

Purchasing/Admin Assistant Lingenfelter Luxury Homes Flower Mound, TX Job Details Full-time $50,000 - $65,000 a year 1 day ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Qualifications Microsoft Word Vendor relationship building Record keeping Sourcing Budget management Microsoft Excel Guest relations Variance analysis Greeting customers Executive administrative support Mid-level Risk mitigation strategy implementation Bidding project phase Bachelor's degree Attention to detail Performance Improvement (PI) Vendor relationship management Competitive bidding Organizational skills Contracts Vendor contract management Scope management Construction documentation Document management Implementing cost-saving initiatives Communication skills Operational budget management

Full Job Description Job Summary:

The Purchasing/Administrative Assistant plays a critical role in supporting the daily operations of the department by ensuring administrative processes run efficiently and purchasing activities are well-coordinated. This position serves as a key point of communication between leadership, vendors, suppliers, and internal teams. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.

Duties/Responsibilities:

Serve as the first point of contact by welcoming and directing visitors, vendors, and clients in a professional and courteous manner, ensuring a positive experience and efficient flow of communication. Collaborate closely with the President to develop, refine, and maintain detailed scopes of work for vendors and suppliers, ensuring clarity of expectations, deliverables, and timelines. Partner with the President and Design Manager to create comprehensive scope-of-work documents and detailed specification sheets for each custom home project, ensuring alignment with design intent, budget, and construction requirements. Assist in the development, monitoring, and revision of budgets for both new and ongoing projects by tracking expenses, identifying variances, and helping implement cost-control measures. Prepare thorough bid comparison analyses by evaluating vendor proposals, pricing structures, timelines, and qualifications; present findings to the management team and support the selection process based on cost-effectiveness and ability to meet contractual obligations. Maintain, update, and organize all vendor and subcontractor contracts, ensuring documentation is accurate, current, and compliant with company standards and project requirements. Analyze purchasing trends and identify opportunities for cost savings, process improvements, and risk mitigation, contributing to overall financial efficiency. Act as a liaison between suppliers, trade partners, and field staff to resolve issues related to payments, deliveries, product discrepancies, or replacements in a timely and professional manner. Maintain well-organized and easily accessible records of supplier and subcontractor files, contracts, and supporting documentation to ensure operational efficiency and audit readiness. Ensure strict adherence to departmental policies, procedures, and best practices, while supporting continuous improvement initiatives. Provide high-level administrative support to the President as needed, including coordination of documents, communication, and special projects. Cross-train across all purchasing functions to provide backup support and maintain continuity of operations during peak periods or staff absences.

Pay:

$50,000.00 - $65,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person