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Assistant Purchasing Agent
Newport Beach, CA  Posted: 6/11/2021


Our client is a diversified real estate developer and builder with expertise in land acquisition, homebuilding, community design, entitlements and office, R&D and retail development. Our client has secured and invested approximately $500 million in equity and has successfully entitled over 5,000 residential lots.
Our client is seeking to fill an Assistant Purchasing Agent position to play a critical role in construction activities for building single family and multi-family residential homes based in their office in Newport Beach, CA.  

The Assistant Purchasing Agent will need to have a strong attention to detail matched with a passion for solving problems and exploring new ideas to improve processes. The successful candidate will excel at handling multiple priorities and building positive relationships with diverse groups, love working with data (especially keeping data accurate and up to date!) and seek to grow in the Purchasing field.

Reporting to the Purchasing Manager, the Assistant Purchasing Agent will be a hands‐on role tackling priorities such as the setting up and maintenance of new communities, training internal staff and outside vendors on how to navigate the Newstar Enterprise system, creating and maintaining contracts, issuing purchase orders, and maintaining monthly budget reporting.

Responsibilities Include:

Purchasing & Contracts
o    New Vendor set‐up in Newstar Enterprise
o    Set up Shared Drive community project folders
o    Maintain Subcontractor Lists
o    Generate Consultant and Purchasing subcontracts
o    Maintain Contract Status Report during bidding
o    Assist Purchasing Agent with approved Master Contract or Scope of Work edits
o    Make contract adjustments for specification and cost changes to the standard contract
o    Collect and distribute applicable insurance documentation
o    Provide administrative assistance for VP of Operations, Purchasing Agents and Purchasing Manager as needed
o    Prepare and Maintain Lot Variance Spreadsheet per Community
o    Assist Purchasing Agents with setting up Master Bid Spreadsheets
o    Assist Purchasing Agents spreading bids
o    Bid and Award own trade categories
o    Link all processes through the proper use of Newstar
o    Drive Auto‐Pay process; manage exceptions and outside Invoice and PO issues
New Community Set‐Up, Maintenance
o    Facilitate set‐up of lots and phases with Accounting at each new phase release
o    Prepare and maintain New Community and Phase Release spreadsheets
o    Responsible for Newstar Grids and Coding Protocol
o    Set Lot Anchor Estimates, Job Scrub and Release Base House PO"s in Newstar Enterprise
o    Administer Purchase Orders for Purchasing
o    Administer Variance Purchase Orders for Operations and Customer Care
o    Maintain Purchase Order Release Report daily
o    Upload Bulletins, Plan Changes and Sequence Sheets to OnLocation

o    Generate Monthly Budget reports and prepare spreadsheet for submittal to Purchasing Administrations Manager
o    Assist Accounting and Suppliers with Invoice and Purchase Order issues for Contracts and Purchase Orders
o    Assist closing out Lots and clearing Open Commitments within Newstar Enterprise
o    Work with Direct Rebate Management company to facilitate quarterly rebate submittal and tracking
Skills & Qualifications:
*    Associates Degree, Bachelor"s Degree preferred in Accounting, Business, Economics, Mathematics, Education or equivalent
*    Constellation/Newstar Enterprise/Newstar Sales experience
*    Proficient in Microsoft Excel, Word and Outlook
*    Effective communication skills (Written & Verbal)
*    Ability to succeed in a team environment
*    Customer service oriented
*    Ability to adapt quickly and learn new tasks independently
*    Ability to problem solve, and be solution oriented
*    Excellent organization skills
*    Ability to generate bold, creative ideas to improve performance
*    Ability to take constructive criticism
*    Ability to independently track and meet deadlines

Apply now for immediate and confidential consideration!

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