Purchasing Coordinator

Overview

Manages procurement, contracts, vendor relations and budgeting for property assets.

Key Responsibilities

• contract drafting
• po creation
• bid management
• vendor management
• procurement reporting
• scope development

Tasks

-Create Contracts and Service Agreements: Draft Prime Contractor Agreements or Service Agreements and ensure proper documentation and send out for signatures. -Assist in Obtaining Repair Proposals: Support with the collection and vendor management of repair proposals, ensuring deadlines are met for timely task completion. -PO Creation: Create purchase orders for bulk, capital, and non-routine items, including executed Prime Contractor Agreements for non-routine/capital work. -Contract Negotiation: Draft, review, and negotiate contracts with vendors/suppliers and service providers, ensuring compliance with company policies and regulations. -Bid Packets Creation and Approval: Prepare and submit bid packets for procurement for approval at least 30 days before contract expiration (60-90 days before contract expiration for Trash and Recycling contracts). -Documentation and Reporting: Maintain accurate records of contracts, purchase orders, and supplier agreements. Prepare detailed procurement reports for senior management. -Compliance Monitoring: Ensure that all purchases and contracts adhere to company standards and industry regulations. -Market Research: Conduct research to identify potential suppliers, assess market trends, and evaluate pricing to ensure competitive procurement decisions. -Scope of Work Development: Create detailed scopes of work for projects, including clear deliverables, timelines, performance expectations, and technical specifications. -Vendor/Supplier Management: Develop and maintain strong relationships with vendors/suppliers, negotiate contracts, pricing, and terms to ensure the best value. -Vendor Meeting Assistance: Organize and support vendor meetings, ensuring clear communication and expectations with the relevant team members. -New Vendor Set-Up: Collect necessary information for new vendor set-up and navigate the approval process to ensure smooth onboarding. -Budget Management: Assist in the creation and management of the procurement budget, ensuring all purchases remain within financial guidelines. -Certificates of Insurance: Ensure vendors provide Certificates of Insurance to comply with safety and liability standards. -Bid Capital/Non-Routine Projects: Manage the bidding process for capital and non-routine projects, ensuring timely submission and meeting deadlines. -Assist in Scheduling: Coordinate with the Property Management team and vendors to schedule non-routine/capital work, ensuring efficient project execution. -Liaison for Property Management: Act as the primary point of contact between the PM team and vendors, resolving complaints and facilitating communication to address issues. -Cost Control: Implement cost-saving strategies, explore bulk purchasing, and establish long-term supplier agreements while maintaining quality standards. -Scope of Work Review and Refinement: Review and refine scopes of work with vendors and internal teams to ensure alignment with project goals and requirements before final approval. -Procurement Management: Oversee sourcing, purchasing, and acquisition of goods, services, and materials in alignment with company needs and budget. Items may include appliances, smoke/CO detectors, fire extinguishers, HVAC systems, water heaters, etc. -Cross-Department Collaboration: Work closely with the Property Management team and senior leadership to align purchasing strategies with organizational goals. -Performance Evaluation: Regularly assess vendors/suppliers to ensure timely delivery, quality standards, and adherence to contractual obligations.

Requirements

• microsoft office
• purchasing
• estimating
• bid analysis
• conflict management
• communication

What You Bring

-Proficient in crafting professional-level correspondence. -Software Proficiency: Proficient in Microsoft Excel, Outlook, Word, Power Point, Adobe Acrobat; preferred. -Must be able to access and navigate each department at the organization’s facilities. -Able to communicate information effectively in one-on-one interactions with colleagues and other team members in a friendly and inclusive manner. -Five years’ purchasing experience in multi-family, or industrial, preferred. -Ability to apply common sense understanding to conduct detailed but uninvolved written or oral instructions. -Skilled in estimating, buying, specifications, bid analysis, contracts, and purchases. -Must be able to move 15 pounds at times. -Prolonged periods of sitting at a desk and working on a computer. -Ability to manage conflict and communicate effectively in a clear and concise manner. -Skillful in understanding and following complex instructions, as well as professional correspondence and memos.

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About Woodmont Properties

-Combines raw‑land sourcing with in‑house capabilities—entitlement, design, construction and management. -Built a diverse portfolio: luxury apartments, single‑family homes, industrial warehouses, offices, retail and transit‑oriented hubs. -Achieves steady financial growth via conservative underwriting and strategic joint ventures in prime locations. -Notable projects include Metuchen Station mixed‑use redevelopment and large‑scale industrial asset acquisitions. -Vertically integrated structure allows projects to be executed with speed, quality and cohesive vision.

Sector Specialisms