Purchasing Agent

Job Title: Purchasing Agent

Position Title: Purchasing Agent FLSA Status: Exempt

Department: Purchasing-Cameron Custom Location: In Office with site visits

Reports To: Operations Manager Schedule: Mon thru Fri; 40 Hours per week

Classification: Permanent, Full Time

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Position Summary

The Purchasing Agent is responsible for managing the procurement and cost estimation process for custom and renovation projects, ensuring all materials, services, and vendor relationships are efficiently coordinated. This role involves active collaboration with architects, trade partners, vendors, clients, and internal teams to maintain accurate budgets, manage change orders, and support the construction process from pre-construction through project completion. The Purchasing Agent plays a critical role in ensuring project specifications, timelines, and budgets are met while upholding the company’s quality standards.

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Key Responsibilities

1. Plan Management and Review

• Oversee and manage project plans, ensuring they are accurate and up to date throughout the construction process.
• Collaborate with architects to address redlines, corrections, and missing information.
• Coordinate plan updates and ensure that changes are communicated to all relevant stakeholders.
• Manage interactions with architects and consultants to streamline the planning process.

2. Vendor and Trade Partner Management

• Identify, evaluate, and manage trade partners and vendors to meet project requirements.
• Solicit and evaluate vendor bids, negotiate contracts, and establish strong vendor relationships.
• Manage vendor contracting and ensure all contracts are uploaded and tracked.
• Maintain vendor relations to ensure reliability and quality service.

3. Client Budget and Cost Estimation

• Prepare and present preliminary job cost estimates based on pre-construction deposits.
• Develop and present final hard bid job costs to clients, ensuring accuracy and transparency.
• Update and maintain job costs throughout the construction process, including managing change orders.
• Track and manage cost codes to ensure proper allocation of expenses.

4. Pre-Construction and Design Development

• Support pre-construction landscape development, coordinating with outside designers as needed.
• Oversee product specification management, creating and maintaining a detailed product specifications list.
• Manage Client Design Studio (CDS) interactions, including tracking appointments, consultants, and the status of client selections.
• Review the final CDS package for completeness and accuracy.

5. Purchase Orders and Change Orders

• Manage all Electronic Purchase Orders (EPOs) and track them through Hyphen software.
• Process and update change orders as necessary, ensuring alignment with client budgets and project timelines.

6. Meetings and Client Interaction

• Attend weekly Operations Meetings and other key project meetings to stay aligned with team goals.
• Participate in Client Budget Meetings, presenting cost estimates and addressing client questions.
• Conduct job walks at pre-construction and critical stages of construction to ensure specifications are met.

7. Color Scheme and Material Management

• Coordinate client exterior color scheme selections, ensuring all materials and colors are chosen and documented.
• Create and manage a Color Scheme Sample Sheet for client review and project implementation.

8. Additional Responsibilities

• Track and manage product pricing to maintain cost efficiency.
• Monitor consultants and outside designers to ensure timelines and deliverables are met.
• Provide ongoing support to maintain accurate budgets, specifications, and documentation throughout the project lifecycle.

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Additional Position Duties

Maintain accurate option margin analysis and make confident in‐field recommendations

Perform budget comparisons

Advise and update scopes and contracts to help improve efficiencies and lower costs

Organize, maintain, and analyze material bids and takeoffs for each product

Manage bid invites to include the highest level of bidders available

Prepare bid analysis and award/notify for all trade categories

Qualify bids and negotiate any discrepancies and price revisions

Negotiate, close, execute, track, and follow up on trade partner contracts

Track pricing for building materials, labor, and equipment as it pertains to cost revisions

Coordinate and manage contract revisions

Negotiate with Trade Partners to achieve win‐win scenarios

Maintain and post features specifications

Prepare Purchase Orders and cost sheets for job starts; generate all POs and VPOs

Manage vendor files, payment inquiries, and proofs of insurance

Assist with maintaining centralized database of existing and pre‐qualified suppliers and trade partners

Recommend strategy and understand industry standards

Build and maintain reliable partnerships with Custom and Renovation vendors

The above statements are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed. Additionally, an employee's job duties may change at any time, in the company's sole discretion.

Skills and Competencies

• Attention to Detail: Strong ability to track and manage multiple components of custom home projects, ensuring accuracy and quality.
• Vendor Management: Proven ability to develop and maintain strong vendor relationships and negotiate contracts effectively.
• Client Communication: Excellent communication skills to present cost estimates and manage client expectations.
• Analytical Thinking: Skilled in reviewing plans, tracking costs, and resolving discrepancies efficiently.
• Organizational Skills: Ability to manage multiple tasks, including tracking selections, managing budgets, and coordinating purchase orders.
• Technical Proficiency: Familiarity with Hyphen and other project management software.

ADDITIONAL NOTES:

• Minimum 1 years’ experience as Purchasing Agent.
• Not Required, preferred: Custom Home and/or Renovation experience.

THE CAMLEOT WAY

At Camelot, we are a company with a strong culture made up of diverse yet like‐minded individuals who work together to fulfill dreams. We have three core values that unite us and guide all of our business decisions and behaviors:

1. Everyone on our team has a CAN‐DO attitude.

We don't let setbacks, problems or conflicts get in the way of achieving our goals.

2. We are all PROBLEM SOLVERS!

Creativity and positivity are the tools we use to overcome any obstacle. Our focus is on SOLUTIONS, not problems.

3. We DO THE RIGHT THING!

That is our true North Star, and guides all of our decision making. When faced with difficult decisions, we ask ourselves..."What is the right thing to do? Is this how I would want to be treated? Can I look myself and others in the eye and say that what I am doing is the right thing, not just for the company but for the greater good?" Sometimes this results in increased expense, inconvenience, or delays in our goals, but if it is the right thing to do, we know it will be a decision we can all stand behind