Procurement Manager/Purchasing-Construction

Job Overview

Location: New York City & Westchester County, NY

Department: Preconstruction / Purchasing / Operations

Reports To: Director of Procurement / Chief Estimator / Project Executive

Employment Type: Full-Time

POSITION SUMMARY:

The Procurement Analyst / Purchasing professional is responsible for managing the procurement of construction materials, equipment, subcontracted services, and vendor agreements for multifamily, affordable housing, commercial, and renovation projects throughout New York City and Westchester County.

This position works closely with Estimating, Project Management, Superintendents, Accounting, and vendors to obtain competitive pricing, maintain project budgets, coordinate material deliveries, and ensure procurement activities meet project schedules and contract requirements.

The position is expected to identify cost-saving opportunities while maintaining quality, schedule, specification, and compliance requirements.

KEY RESPONSIBILITIES

1. Construction Purchasing & Procurement

Manage purchasing activities from approved estimate/budget through purchase order and delivery.

• Obtain and analyze competitive quotations from suppliers, subcontractors, and manufacturers
• Prepare purchase orders, procurement logs, bid comparisons
• Purchase major construction materials including:
• Lumber and framing materials
• Drywall and insulation
• Windows and doors
• Roofing and waterproofing
• HVAC equipment and materials
• Plumbing fixtures and materials
• Electrical equipment and materials
• Flooring and finishes
• Kitchen cabinets and appliances
• Elevators and specialty equipment
• Track long-lead items and identify potential schedule impacts.
• Coordinate material releases with Project Managers and Superintendents

2. Bid & Vendor Analysis

• Prepare detailed bid comparison sheets.
• Analyze supplier and subcontractor pricing against the project estimate and budget.
• Review scope inclusions, exclusions, alternates, allowances, freight, taxes, escalation, and lead times.
• Identify discrepancies between bids and construction documents.
• Verify that quotations comply with plans, specifications, approved materials, and project requirements.
• Conduct market research to establish reasonable and competitive pricing.
• Negotiate material pricing, terms, freight, warranties, and delivery schedules.

NYC procurement practices specifically emphasize reviewing specifications, analyzing bids for reasonable pricing, and evaluating vendor responsibility.

3. Budget & Cost Control

• Maintain procurement budgets by project and cost code
• Compare committed costs against the approved estimate.
• Identify budget variances before purchase orders are issued.
• Track savings, buyouts, pending procurement, and projected final costs.
• Maintain a procurement savings log. Assist Estimating and Project Management with value-engineering opportunities.
• Report material price increases and market trends.

Monitor purchase order commitments against project budgets.

4. Project Schedule & Material Coordination

• Develop and maintain project-specific procurement schedules.
• Identify long-lead materials during preconstruction.
• Coordinate required submittal, approval, fabrication, and delivery dates.
• Track: RFQ → Quote → Scope Review → Award → Submittal → Approval → Release → Fabrication → Delivery
• Coordinate with vendors regarding delivery dates and site conditions.
• Escalate potential delays immediately to the Project Manager and Superintendent.

5. Vendor Management

• Develop and maintain a qualified vendor and supplier database.
• Prequalify vendors based on pricing, experience, capacity, insurance, financial stability, references, and past performance. TBD by GC
• Maintain vendor performance records.
• Monitor quality, delivery, responsiveness, and compliance.
• Resolve purchasing issues, shortages, damaged materials, returns, and warranty issues.
• Negotiate payment terms and delivery conditions.

6. Contract & Compliance

• Review purchase orders, vendor agreements, subcontractor agreements, and procurement documentation.
• Verify insurance, W-9, licenses, certifications, and other required vendor documentation.
• Ensure purchasing complies with project-specific contract requirements.
• Maintain organized procurement records for audit and project closeout.
• For applicable NYC public/affordable housing work, coordinate required documentation related to MWBE participation and other contractual requirements.
• Understand prevailing-wage requirements applicable to public works and covered projects.

NYC public-work contracts can contain prevailing-wage and subcontractor compliance requirements, making procurement documentation and vendor compliance important components of the purchasing process.

7. HPD / HCR / Affordable Housing Procurement

Experience with affordable-housing procurement is preferred.

The Procurement Analyst may assist with procurement requirements associated with:

• NYC HPD projects
• HCR projects
• NYCHA projects
• Westchester County affordable housing
• LIHTC projects Publicly funded construction
• MWBE/DBE participation requirements
• Owner and lender procurement requirements

The position should maintain complete documentation supporting competitive purchasing, vendor selection, cost reasonableness, and compliance.

8. Invoice & Purchase Order Control

• Review vendor invoices against purchase orders.
• Verify quantities, pricing, freight, taxes, and approved change orders.
• Coordinate discrepancies with Accounting and Project Management.
• Track open purchase orders.
• Verify receiving documentation before payment.
• Monitor committed versus invoiced costs.
• Assist with monthly cost reporting and project closeout.

REQUIRED QUALIFICATIONS 3+ years of purchasing, procurement, estimating, or construction operations experience. Construction industry experience strongly preferred. Strong understanding of construction materials, subcontractor scopes, and project schedules. Ability to read construction plans and specifications. Strong Excel skills. Experience preparing bid tabs and cost comparisons. Strong negotiation and communication skills. Ability to manage multiple projects and deadlines. Strong attention to detail. Ability to identify scope gaps and pricing discrepancies.

PREFERRED QUALIFICATIONS • Experience with NYC construction and/or Westchester County projects. • Experience with HPD, HCR, NYCHA, or other affordable-housing projects. • Experience with prevailing-wage projects. • Knowledge of NYC MWBE requirements. • Experience with Procore, Bluebeam, Sage, Viewpoint, or similar construction software preferred • Experience with ERP/accounting purchasing systems. • Bachelor's degree in Construction Management, Business, Supply Chain, Finance, Engineering, or related field preferred Compensation: Commensurate with experience, qualifications, and demonstrated construction procurement expertise.

Pay: $77,500.00 - $135,000.00 per year

Work Location: In person