Purchasing Coordinator - Ashton Woods

Company Overview:

Ashton Woods is more than just a home builder. From the sale of our first home in 1989 to recently being named Builder of the Year by Builder Magazine, our focus has always been on blazing new trails and pushing the boundaries of what’s possible in homebuilding. Ashton Woods, the #1 private home builder in the United States, markets its homes through its two award-winning brands, Ashton Woods and Starlight Homes. The Ashton Woods brand is known for designing thoughtfully curated, inspired homes for people who love design. The Starlight Homes brand builds homes specifically for the first-time homebuyer, offering affordable homes with well-executed designs and quality finishes for buyers looking to make the dream of home ownership a reality. The company’s commitment to innovation and continually evolving to meet the needs of the market is a key reason we are one of the most celebrated homebuilders in the nation, winning hundreds of national and local industry awards in product and community design, architecture, merchandising, sales, marketing, and customer service.

Headquartered in Atlanta, Georgia, Ashton Woods sells new homes in Atlanta, Austin, Charleston, Dallas, Houston, Myrtle Beach, Nashville, Orlando, Phoenix, Raleigh, San Antonio and Tampa.

Position Overview:

Compile and provide information for bids through accurate blueprint review, option review, specifications, and take offs from the contractors. Ensure flow of accurate information during the bid process to the trades, sales and construction. Manage/negotiate vendor rebate information for model homes. Answer questions and correct problems as they arise for options, budgets, and specifications, rebates, vendor purchase orders, spec changes and model frame walks.

Duties and Responsibilities: (Including but not limited to)

• Ensuring that all starts occur timely, that bids are accurate and that all necessary documents are properly completed in order to provide complete packages to the field and prevent variances.
• Responsible for maintaining national and local contract database and rebate tracking, model home rebates.
• Re-issue purchase orders as requested.
• Preparing and distributing various reports (e.g. VPO detail report).
• Maintain vendor contact database and filing system.
• Enter house folders and generate Purchase Orders for housing starts, per project.
• Assist in planning and executing project specific, or annual bidding process with auditing compliance, based on unit pricing, per cost code.
• Maintain invite-to-bid, bid awards, preferred and potential vendor documents. Responsible for bidding of specification changes and model frame walks including blueprint review and contractor pricing.
• Manage contract price changes processing and tracking all changes and communicating same as required.
• Responsible for enforcing all variance purchase order guidelines.
• Maintain and modify specification descriptions/levels during the specification change process. Work with vendors to assure that they are performing all tasks specified in scopes of work and specifications. Ensures no liens are filed by vendors by collecting notarized lien releases before releasing payment.
• Maintains insurance documentation, contracts, agreements and signed pricing backup for all active vendors. Distribute vendor evaluations to builders.
• Other duties as assigned.

Qualifications & Experience:

• Four (4) year degree from accredited college or equivalent job related experience preferred.
• High School graduation or equivalency.
• Minimum 3 years building industry experience required.
• Minimum 3 years purchasing experience.

Skills and Knowledge:

• Professionalism in both appearance and behavior required for greeting guests and answering and directing internal and external calls.
• Ability to multi-task and prioritize several tasks without compromising quality of work or mission deadlines.
• Must be able to use word processing, e-mail, spreadsheets, presentation (PowerPoint), database and newsletter (Adobe) software for advanced internal and external communications, creation of reports and presentations and database maintenance.
• Ability to review, analyze and interpret information as well as trouble-shoot to solve problems.
• Knowledge of business English and ability to communicate patiently and professionally with both internal and external customers both orally and in writing.

Typical Physical and Mental Demands:

• Must be able to read, write, and speak fluently in English. Spanish language skills are helpful.
• Employees in the position are required to be able to hear and have vision sufficient to utilize all office equipment.
• Use of hands and fingers is required to utilize standard office equipment.
• Requires occasional lifting up to 20 pounds.
• These physical requirements are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation will be made to enable individuals with disabilities to perform these functions if requested.

Working Conditions:

• Work is generally performed in a typical office environment using standard office equipment. Work is typically sedentary in nature, but some walking and standing maybe required.
• Fast paced environment subject to numerous schedule and priority change and short notice activity.