Procurement Specialist

Sylvan, Inc.; Dallas (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

Sylvan, Inc. is seeking a Procurement Specialist to support project lifecycles with subcontract administration, COIs, and purchase orders. You will coordinate with project managers, vendors, customers, and accounting to ensure compliant, timely documentation and closeout packages.

The role emphasizes accuracy, organization, and proactive follow-up across multiple projects, including COIs, submittals, and vendor qualification activities.

Qualifications

• 3+ years of experience in construction administration, subcontract administration, or related roles.
• Working knowledge of subcontract agreements, COIs, purchase orders, and project documentation requirements.
• Experience supporting construction, MEP, industrial, commercial, or service-related projects.
• Familiarity with ERP and project management systems (Vista, Autodesk Construction Cloud, Procore).
• Strong organizational skills and ability to manage multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications and document management systems.
• Detail-oriented with a focus on accuracy, compliance, and follow-through.

Responsibilities

• Support Project Managers with administrative and documentation requirements throughout the project lifecycle.
• Maintain organized and accurate project documentation across multiple divisions.
• Interface with subcontractors, vendors, customers, and internal stakeholders to collect and process documents timely.
• Monitor documentation requirements and follow up on outstanding items.
• Maintain subcontractor compliance records and insurance documentation.
• Assist with subcontractor prequalification and vendor qualification activities as needed.
• Support continuous improvement initiatives related to project administration and procurement processes.
• Perform other related duties as assigned.

Skills

Subcontract administration

Project coordination

Vendor coordination

Documentation management

ERP systems knowledge

Microsoft Office

Attention to detail

Interpersonal communication

Tools

Vista

Autodesk Construction Cloud

Procore

MS Office

Job description

The Procurement Specialist provides administrative and operational support throughout the project lifecycle. This role is responsible for the preparation and administration of subcontracts, purchase orders, submittals, insurance compliance documentation, and project closeout packages. The Procurement Specialist will work closely with Project Managers, subcontractors, vendors, customers, and accounting personnel to ensure documentation is accurate, compliant, and completed in a timely manner.

Core Functional Responsibilities

Subcontract Administration

• Prepare, distribute, and maintain subcontract agreements and subcontract change orders as directed and approved by Project Managers.
• Track subcontract execution status and maintain complete subcontract documentation for all projects.
• Ensure subcontractors provide all required documentation prior to project participation.

Insurance Compliance Management

• Obtain, review, and maintain Certificates of Insurance (COIs) for subcontractors and vendors.
• Verify insurance coverage meets contractual and company requirements.
• Track insurance expiration dates and coordinate renewals to ensure continuous compliance.
• Prepare and issue Certificates of Insurance to customers and clients as required.
• Compile, prepare, and distribute equipment and material submittals in accordance with project specifications.
• Coordinate review and approval workflows with Project Managers, vendors, and customers.Maintain accurate records of submitted, approved, and outstanding submittals.

Procurement Support

• Prepare and issue purchase orders for major equipment and material purchases as directed by Project Managers.
• Coordinate with vendors to obtain required documentation and support procurement activities.
• Ensure vendors are properly established within company systems to support purchasing and accounts payable processes.

Project Closeout Support

• Compile and issue project closeout packages, including warranties, manuals, certifications, and other required documentation.
• Coordinate collection of closeout documents from subcontractors, vendors, and project teams.
• Maintain complete project records to support successful project turnover and final payment processes.

Key Responsibilities

• Support Project Managers with administrative and documentation requirements throughout the project lifecycle.
• Maintain organized and accurate project documentation across multiple divisions.
• Interface directly with subcontractors, vendors, customers, and internal stakeholders to facilitate timely document collection and processing.
• Monitor project documentation requirements and proactively follow up on outstanding items.
• Maintain subcontractor compliance records and insurance documentation.
• Assist with subcontractor prequalification and vendor qualification activities as needed.
• Support continuous improvement initiatives related to project administration, procurement, document control, and compliance processes.
• Perform other related duties as assigned.

Preferred Experience

• 3+ years of experience in construction administration, subcontract administration, project coordination, procurement support, or a related role.
• Working knowledge of subcontract agreements, certificates of insurance, purchase orders, and project documentation requirements.
• Experience supporting construction, MEP, industrial, commercial, or service-related projects.
• Familiarity with ERP and project management systems such as Vista, Autodesk Construction Cloud, Procore, or similar platforms.
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and document management systems.
• Detail-oriented with a strong focus on accuracy, compliance, and follow-through.

Success Factors

• Maintains complete and accurate project documentation.
• Ensures subcontractor and vendor compliance requirements are consistently met.
• Delivers subcontracts, purchase orders, submittals, and closeout documents on schedule.
• Effectively supports Project Managers across multiple divisions while maintaining strong customer, vendor, and subcontractor relationships.
• Demonstrates strong organization, responsiveness, and attention to detail in a fast-paced construction environment.