What are the responsibilities and job description for the Purchase Order Administrator position at Altium?
Overview :
Purchase Order Administrator is responsible for the administration of all downstream contracts - from developing, initiating, vetting and maintaining vendor and subcontractor compliance records to subcontract drafting. This position serves as the Legal Department's liaison between vendors, subcontractors and Alterman's internal departments. This role does not include price proposal preparation, subcontractor selection, or contract negotiation.
Essential Functions :
1. Contract and Vendor Management : 70%
Reviews, refines, distributes, tracks, and maintains records for Purchase Orders, Change Orders and other related contract management documents, including signed / executed documents.
Leads administration and management of Alterman's Master Subcontract Agreements and Master Purchase Agreement initiatives.
Drafts subcontracts based on overall job contracts and submits drafts to Contract Specialists for review.
Incorporates flow-down portions from upstream contracts identified by the Contracts Specialist for inclusion into subcontracts.
Creates and maintains accurate Subcontract Work Order files within the Project Contract records to ensure that proper documentation is readily available.
Processes new vendor / new subcontractor requests and credit application requests for completion and accuracy.
Assists in the preparation and distribution of contract documents and project record keeping.
Collaborates with Purchasing, Accounting, Project Management, and other teams for continuity and overall program effectiveness.
Resolves routine questions where similar issues have occurred previously. Refers more complex issues to higher levels.
Reports vendor contract compliance issues to the Associate Director of Legal.
2. General Responsibilities : 20%
Contributes to the development and efficiency of current processes.
Develops and maintains electronic databases.
Trains and mentors newer staff on the Subcontracts Administration team, i.e. Administrative Assistants and other Purchase Order Administrators, as needed.
Serves as primary point of contact for the Highwire (i.e. contractor prequalification system) account.
Supports internal and external audits as needed.
3. Performs other duties, tasks and special projects as assigned. 10%
Education and Experience :
High school diploma or GED certificate from a state education accredited institution required. A Bachelor's degree in a business related field is strongly preferred.
At least three (3) years' experience in a substantially similar role with a construction, engineering, or related firm required.
Skills / Abilities :
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Strong computer skills with all basic office programs (Outlook and Word). Able to learn and use related software and systems as required.
Advanced Microsoft Excel and Adobe skills required.
Experience administrating DocuSign is a plus.
Familiarity with contract management including incorporating contract flowdowns, terms and conditions, general provisions, and overall subcontract / purchase order requirements is preferred, but not required.
Able to demonstrate attention to detail with a high level of accuracy and quality.
Able to write clear, concise, and compelling responses.
Able to maintain compliance with established policies and procedures.
Able to work independently and engage in continuous education.
Strong organizational skills with the with the proven ability to prioritize work and respond quickly and effectively to changing priorities and tight timelines / deadlines.
Able to integrate into a construction environment.
Able to confidently and effectively interact with internal and external customers and vendors.
Able to demonstrate basic business acumen and professionalism.
Work Environment :
Office environment with infrequent travel required.
Physical Demands :
Prolonged periods of sitting at a desk and working on a computer.
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