Construction Procurement & Cost Specialist

Full-time

Description

Job Title: Construction Procurement & Cost Specialist

Department: Finance

Supervisor: Operations Manger, Special Projects

Direct Reports: None

FLSA Status: Non-Exempt

Approval Date:

Pay Range: $18.00 - @22.00 p/hr. ($annualized) plus a full benefit package

Schedule: Monday - Friday; 7AM – 3PM

ORGANIZATION OVERVIEW:

Founded in 1981, Pensacola Habitat for Humanity is a non-profit, non-denominational, Christian ministry whose purpose is to improve communities through sustainable partnerships. Having built and renovated more than 1,600 homes, Pensacola Habitat seeks new and innovative ways to positively impact the community through various meaningful projects, including our Home Buyer and Community Development programs. Pensacola Habitat for Humanity offers unique financing opportunities to qualified applicants to provide affordable homeownership in Escambia and Santa Rosa counties. We are also the ONLY Habitat for Humanity affiliate who is also a NeighborWorks Charter Member. Pensacola Habitat is an affiliate of Habitat for Humanity International and follows HFHI’s non-proselytizing policy. Our mission: Seeking to put God’s love into action, Pensacola Habitat for Humanity brings people together to build homes, communities, and hope. Our vision: A world where everyone has a decent place to live.

GENERAL DESCRIPTION:

The Construction Procurement Manager supports Pensacola Habitat for Humanity’s mission by providing purchasing and general administrative support for the Construction Department. The primary role of this detail-oriented individual is to manage project-specific financial information and use construction management software to produce accurate construction budgets and release accurate purchase orders to vendors to keep projects moving forward. This individual will also regularly request and evaluate subcontractor and vendor bids and execute change orders to reflect any sub, price, or material variances. Other responsibilities include ensuring that subcontractor files and related documents are maintained at all times. This individual will interact routinely with vendors, subcontractors, and other employees.

CORE RESPONSIBILITIES:

• Commit to Pensacola Habitat for Humanity’s mission of building homes, community, and hope.
• Provide administrative support for construction related activities, including but not limited to data entry, data reconciliation, records management, and vendor set-up and maintenance, including insurance renewals and subcontractor agreements.
• Communicate clearly, concisely, and professionally with vendors, subcontractors, employees, customers, and other stakeholders, both verbally and in writing.
• Review invoices, receipts, and purchase orders for accuracy; identify discrepancies in pricing, quantity, product received, job site location, etc.; determine and implement appropriate resolution to address any deficiencies.
• Check in as requested with current vendors regarding any pricing updates, obtain bids from other vendors as requested, providing all information neccesary to support informed decisions. When decisions are made complete change order processes, including approvals and all template and job updates.Determine appropriate accounts payable code for invoices and receipts; assign to proper funding source; scan documents and enter data in construction management database; submit to Finance department for payment.
• Maintain updated subcontractor agreement files; ensure new agreements are signed in a timely manner; revise agreement verbiage at direction of supervisor; request updated supporting documents as needed.
• Under direction and with guidance of supervisor, take lead role in creating projects and managing data entry of project information into construction management software.
• Assist in scheduling and monitoring completion of training requirements for Construction and Community Development employees.
• Attend weekly staff meetings and other meetings as assigned.
• Complete other duties as assigned to meet the needs of the organization.
• Manage procurement process by keeping all pricing, subcontractor, and vendor information up to date, including:
• Contracts prepared, signed and new pricing entered into system.
• Create and update pricing agreements.
• Update procurement checklist.
• Management of construction costing by plans.
• Management of overall construction project budgets.
• Prepare budgets for approval by Land Committee as needed.
• Release purchase orders to subcontractors and vendors to keep construction projects current.
• Maintain procurement files by ensuring compliance (Insurance, etc.).

Requirements

NOWLEDGE, SKILLS, ABILITIES:

• Strong attention to detail and accuracy; ability to quickly identify discrepancies, errors, and omissions.
• Ability to quickly and accurately complete data entry tasks.
• Ability to receive, relay, or respond to requests for information or action quickly, professionally, and effectively.
• Professional, personal presentation and demeanor in all internal and external communication.
• Excellent verbal and written communication skills.
• Ability to work respectfully, courteously, and with a positive attitude when dealing with suppliers and sub-contractors.
• Excellent leadership, collaboration, and project management skills.
• Reliable, punctual, and trustworthy.

EDUCATION, EXPERIENCE:

• High school diploma or GED required.
• Two to three years’ minimum administrative or clerical experience required (construction industry preferred).
• Two years’ minimum customer service experience required.
• Proficiency using Microsoft Office (Word, Excel, and Outlook required; MS Teams helpful).
• Experience using Microsoft Project and Buildertrend software a plus.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

This position is primarily performed in an office setting and may require sitting for long periods of time. This position requires communicating with by phone periodically throughout the day. On occasion, this employee may work offsite and perform other tasks that may require repetitive lifting of up to 25lbs.

This position requires a valid state driver’s license, safe driving record, reliable transportation, and insurability through our vehicle insurance carrier.

Please note that this job description reflects the essential functions for this role but is not designed to be comprehensive and does not restrict the tasks that may be assigned. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

cabinets, and fax machines.

This position requires a valid state driver’s license, safe driving record, reliable vehicle, and insurability through our

vehicle insurance carrier. This position also requires additional pre-employment screenings.

Please note that this job description reflects the essential functions for this role but is not designed to be comprehensive

and does not restrict the tasks that may be assigned. Duties, responsibilities, and activities may change at any time with

or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform essential

job functions.

BENEFITS

• Health Insurance
• Dental
• Vision
• Short/Long Term Disability
• Life Insurance
• Accident Insurance
• Cancer Insurance
• 403(b)
• Monthly Wellness Benefit
• Paid Time Off
• Holiday Pay

Pensacola Habitat for Humanity provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, or service in the military. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.