Remote Procurement & Order Management Assistant

About the Company

Our client specializes in the development and management of affordable housing, supportive housing, and Public-Private Partnership (P3) projects. Their work focuses on creating impactful community developments through strategic planning, construction oversight, and long-term project execution.

As project volume continues to grow, they are seeking a highly organized and detail-oriented Remote Procurement & Order Management Assistant to support procurement operations, vendor coordination, and project documentation across multiple active projects.

Role Overview

The Remote Procurement & Order Management Assistant will serve as a critical support resource for procurement, purchasing, and project operations. This role will be responsible for coordinating vendor communications, managing quote requests, tracking purchase orders, reviewing invoices, and maintaining organized project documentation.

The ideal candidate combines strong administrative and procurement skills with the ability to work independently, solve problems proactively, and communicate effectively with vendors, project managers, and internal stakeholders.

Key Responsibilities

Procurement & Vendor Coordination

Request and collect vendor quotes for materials, equipment, and project-related purchases
Follow up with vendors to ensure timely responses and accurate pricing
Compare quotes and organize procurement recommendations for internal review
Source new vendors and suppliers when needed based on project requirements
Maintain vendor contact information and procurement records

Purchase Order & Order Management

Create, track, and monitor purchase orders through the procurement lifecycle
Ensure purchase orders align with approved quotes and project budgets
Monitor order status and proactively follow up on outstanding items
Coordinate delivery schedules and communicate updates to project teams
Assist with resolving order discrepancies and vendor issues

Invoice Review & Documentation

Review vendor invoices for accuracy and completeness
Match invoices against purchase orders and approved quotes
Assist with invoice tracking and submission for payment processing
Maintain organized procurement and financial documentation

Project Coordination & File Management

Organize submittals, specifications, product documentation, and project files
Maintain digital project records using SharePoint and other company systems
Support project teams with document retrieval and organization
Ensure procurement and project documentation remains accurate and up to date

Compliance & Specification Review

Review product specifications and vendor documentation for completeness
Assist in verifying compliance with project requirements and standards
Coordinate with project teams to ensure materials align with approved specifications
Support regulatory and documentation requirements when needed

Required Qualifications

5–8 years of experience in procurement, purchasing, project coordination, construction administration, or related fields
Advanced proficiency in Microsoft Office Suite, particularly:
- Excel
- SharePoint
- Microsoft Teams
Strong organizational and documentation management skills
Excellent written and verbal English communication skills
Ability to manage multiple projects and deadlines simultaneously
Strong attention to detail and follow-through
Self-starter with excellent problem-solving abilities
Ability to work independently in a remote environment

Preferred Qualifications

Experience in construction, engineering, architecture, real estate development, or related industries
Familiarity with construction procurement processes
Experience reviewing technical specifications and product documentation
Experience with:
- Bluebeam
- Procore
- AutoCAD
Knowledge of vendor management and procurement best practices
Experience supporting affordable housing, multifamily, commercial, or public-sector projects

Role Details

Fully remote position
Full-time schedule
Monday–Friday, 9:00 AM – 5:00 PM CST
5–8 years of experience preferred

What This Role Offers

Opportunity to support meaningful housing and community development projects
Exposure to procurement, construction operations, and project management processes
Collaborative work environment with experienced development professionals
High-impact role supporting multiple active projects
Long-term remote opportunity with growth potential

Ideal Candidate Profile

Highly organized and process-driven
Proactive problem solver who can work with minimal direction
Comfortable sourcing vendors and finding solutions independently
Strong communicator capable of coordinating across multiple stakeholders
Detail-oriented with exceptional documentation skills
Able to balance procurement responsibilities while maintaining project organization
Experienced working within fast-paced construction, engineering, or development environments

Success Metrics

Timely vendor quote turnaround and procurement support
Accuracy of purchase order and invoice tracking
Organization and completeness of project documentation
Vendor responsiveness and relationship management
Delivery coordination effectiveness
Ability to proactively solve procurement challenges and support project teams

Remote Procurement & Order Management Assistant - 20049