Construction Purchasing Administrator

Sopris Development LLC; Boulder (CO); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Medical and dental insurance

401(K) retirement plan

Paid time off

Opportunities for professional growth

Job summary

Sopris Homes, based in Boulder County, Colorado, is seeking a Construction Purchasing Administrator to drive the purchasing and bidding process across projects, ensuring on-time, on-budget delivery. This role coordinates with vendors, subcontractors, and internal teams to maintain purchasing records and contract integrity.

Required prior construction industry experience, meticulous document control, and hands-on bid management.

Qualifications

• Bachelor's degree in Construction Management, Business, Supply Chain Management, or related field (relevant work experience may be substituted).
• Minimum 2 years' experience in residential construction, preferably in purchasing, estimating, or procurement.
• Strong attention to detail, organization, and accuracy, with a demonstrated record of catching errors in numerical and document-heavy work.
• Demonstrated persistence in a role that required repeated follow-up with unresponsive external parties.
• Proficiency in MS Excel and experience with construction management and project management software (Buildertrend, Monday.com, Dropbox).

Responsibilities

• Set up new vendors and trade partner agreements, maintain up-to-date records, and onboard new partners according to company standards.
• Solicit, collect, and analyze competitive bids from trade partners for all homebuilding and remodeling tasks.
• Track every outstanding bid request and conduct consistent follow-up by email and phone until a bid is received or the trade partner declines.
• Draft and review scopes of work to ensure clarity and completeness, avoiding scope gaps or overlaps.
• Review incoming bids for completeness, verifying inclusions, exclusions, quantities, and unit pricing, and identify where a low number reflects excluded scope.
• Prepare bid comparisons that present competing proposals on a consistent basis for review.
• Maintain and update vendor and subcontractor contact lists, trade classifications, and qualification documents.

Skills

Attention to detail

Persistent follow-up

Communication skills

MS Excel

Education

Bachelor's degree (CM/Business)

Tools

Buildertrend

Monday.com

Dropbox

MS Excel

Job description

Sopris Homes is a leading custom and production homebuilder, remodeler, and land developer based in Boulder County, Colorado. We pride ourselves on delivering exceptional quality, transparency, and customer service in every project. Our team values collaboration, attention to detail, and a commitment to building both exceptional projects and lasting relationships.

Please note: We are hiring for this role directly. We do not work with recruiting agencies or third-party staffing firms and will not respond to solicitations of any kind.

Position Summary

The Construction Purchasing Administrator is responsible for running the purchasing and bidding process that keeps Sopris Homes' projects on schedule and within budget. This role owns the flow of work from bid solicitation through issued purchase order, work order, and change order, and maintains the purchasing records that the construction, design, and accounting teams rely on daily.

This is a detail-driven position. The accuracy of the documents this role produces, and the persistence with which it pursues outstanding bids and pricing, directly determine whether the field has what it needs when it needs it. The Construction Purchasing Administrator is a central part of the project team and is expected to foster strong communication with vendors, subcontractors, and the internal team, maintaining Sopris Homes' high standards for detail, quality, and customer satisfaction. Prior experience in the construction industry is required.

Essential Duties and Responsibilities

• Set up new vendors and trade partner agreements, maintain up-to-date records, and onboard new partners according to company standards.
• Solicit, collect, and analyze competitive bids from trade partners for all homebuilding and remodeling tasks.
• Track every outstanding bid request and conduct consistent, professional follow-up by email and phone until a bid is received or the trade partner formally declines.
• Draft and review scopes of work to ensure clarity and completeness, avoiding scope gaps or overlaps.
• Review incoming bids for completeness, verifying inclusions, exclusions, quantities, and unit pricing, and identify where a low number reflects excluded scope rather than competitive pricing.
• Prepare bid comparisons that present competing proposals on a consistent, apples-to-apples basis for review.
• Maintain and update vendor and subcontractor contact lists, trade classifications, and qualification documents.

Contracting & Documentation

• Prepare, issue, and track work orders, purchase orders, contracts, and change orders.
• Verify scope language, contract amounts, dates, and accounting codes on every document prior to issuance, and confirm that no values have been carried over in error when a document is prepared from an existing template.
• Ensure contracts and contract documents are complete, accurate, and fully executed prior to the start of new projects.
• Manage revisions and superseded documents so the project file always reflects which version is current and what it replaced.
• Maintain detailed and organized purchasing records within company file-sharing platforms (OneDrive, Dropbox, Buildertrend, etc.), following established naming conventions exactly.
• Upload and archive all purchasing documents in relevant systems for easy retrieval and audit readiness.

Cost Management & Controls

• Maintain and update bid tabs, budgets, bid logs, and project cost information frequently to reflect actual and projected expenses.
• Record each filed bid and quote contemporaneously, including trade, vendor, quote number, amount, and what it supersedes, so project cost information is never reconstructed from memory.
• Reconcile subcontractor and supplier invoices against committed purchase order, work order and change order amounts, and report and reconcile variances before payment.
• Support cost analysis and value engineering efforts to identify cost‑saving opportunities without compromising quality.
• Track and maintain documentation related to product rebates and incentives from manufacturers and suppliers.
• Monitor material pricing and lead times affecting active projects and communicate cost or schedule risk early.

Project Coordination

• Coordinate with Construction and Design teams to ensure that all documents (cost estimates, specification sheets, plans) are accurate and reflect the latest purchasing information.
• Coordinate buyout timing with project managers and superintendents so labor and materials are committed ahead of schedule requirements rather than the week they are needed.
• Review and process changes, communicate with vendors, and coordinate pricing adjustments as needed.
• Obtain pricing for owner selections, allowance items, and change requests.
• Assist with takeoffs, cost projection, and resolution of field issues.
• Provide buyout status updates to the project team, clearly identifying what has been received, what remains outstanding, and what is at risk.

Administrative Support

• Monitor shared Purchasing email inbox and ensure timely communication and follow‑up with internal and external stakeholders.
• Assist with RFI submissions, vendor communications, and maintaining thorough organization of all purchasing‑related correspondence and files.
• Perform related administrative and clerical duties as assigned.

What Success Looks Like in This Role

The two qualities that matter most in this position are difficult to teach, and we screen for both closely.

• Exceptional attention to detail. Errors that originate in purchasing paperwork are usually discovered downstream, weeks later, when they are expensive to correct and land on someone else. The successful candidate reads the bid rather than the total, notices when a revised quote changes scope and not just price, catches a transposed figure before a work order goes out for signature, verifies the project and trade against the document itself rather than the email that delivered it, and finds the variance when an invoice does not match what was committed.
• Persistent, professional follow‑up. Trade partners run their own businesses, and a bid request is rarely their first priority. Much of this role is the second request, the third request, and the phone call that follows. The successful candidate keeps a live list of everything outstanding, works it without being reminded, moves from email to phone on their own judgement, and stays easy to work with while being impossible to ignore.

Qualifications & Skills

• Bachelor's degree, preferably in Construction Management, Business, Supply Chain Management, or related field (relevant work experience may be substituted).
• Minimum 2 years' experience in residential construction, preferably in purchasing, estimating, or procurement.
• Strong attention to detail, organization, and accuracy, with a demonstrated record of catching errors in numerical and document‑heavy work.
• Demonstrated persistence in a role that required repeated follow‑up with unresponsive external parties.
• Proficiency in MS Excel and experience with construction management and project management software (Buildertrend, Monday.com, Dropbox).
• Excellent written and verbal communication skills, with the ability to work effectively with trade partners, suppliers, and internal teams.
• Ability to manage multiple tasks and priorities in a fast‑paced environment without losing track of open items.
• Knowledge of homebuilding processes, construction documents, and scopes of work.
• Ability to read and interpret construction plans, specs, and contracts.
• Valid driver's license.
• Competitive salary commensurate with experience.
• Medical and dental insurance.
• 401(K) retirement plan.
• Paid time off (vacation, sick, and holidays).
• Opportunities for professional growth and advancement within Sopris Homes.

The salary range for this position is $65,000–$80,000 annually and is heavily dependent on experience, qualifications, and other relevant factors. This role is an in‑office, full‑time position. Regular site walks and showroom visits are expected.