DESIRABLE ATTRIBUTES

• Experience working in an Irish construction or contracting business.
• Familiarity with public works purchasing standards or similar regulated environments.
• Membership or certification with a relevant professional body.
• Knowledge of sustainable purchasing practices.

ROLE OVERVIEW

We are seeking a meticulous and proactive Purchasing Officer / Clerk to oversee and coordinate all purchasing activities for materials within our building contracting company. The successful candidate will be responsible for managing the end-to-end purchasing process, ensuring cost-effective acquisition of materials and timely delivery in support of project execution. This role is pivotal in maintaining construction timelines, ensuring value for money, and supporting overall project profitability.

KEY RESPONSIBILITIES1. PURCHASING PROCESS MANAGEMENT

• Receive and review “Purchase Requisitions” from Site Managers/Engineers requesting specified materials.
• Source and obtain a minimum of three competitive quotes for each request, considering price, material quality, availability, delivery timelines, and budget compliance.
• Prepare detailed price comparisons for approval by the Commercial Manager.
• Upon approval, issue official Purchase Orders (POs) to suppliers, clearly stating quantities, specifications, supplier contact information, and delivery timelines.
• Copy the relevant Site Manager/Engineer on each PO to enable direct coordination with the supplier.
• Supplier Management
• Develop and maintain a current and reliable supplier database.
• Routinely assess suppliers based on pricing, service level, delivery performance, and material quality.
• Engage with existing and potential suppliers to ensure best value and service are consistently achieved.
• Track and report on supplier performance, escalating repeated failures or inefficiencies.
• Delivery & Material Verification
• Ensure that materials delivered to site match the approved PO in quantity, quality, condition, and delivery time.
• Communicate with site teams to confirm receipt and record delivery notes or tickets.
• Investigate and resolve any discrepancies, damages, or late deliveries directly with suppliers.
• Invoice and Document Reconciliation
• Match delivery tickets with corresponding Purchase Orders and supplier invoices.
• Review and verify that all invoiced items have been received correctly and align with agreed prices and quantities.
• Flag discrepancies to the Commercial Manager before submitting approved invoices to the Accounts Department for payment.
• Track all POs and maintain a consistent audit trail linking requisition, PO, delivery, and invoice.
• Material Coding and Budget Tracking
• Apply relevant material codes to each item purchased to ensure accurate cost tracking per project.
• Collaborate with the Commercial Team to allocate material costs appropriately and ensure budget alignment.
• Maintain internal records of purchases by project, category, and supplier.
• Purchasing Strategy and Continuous Improvement
• Actively seek and recommend cost-saving opportunities across commonly used materials and suppliers.
• Maintain awareness of market conditions, material price trends, and new supplier offerings.
• Propose improvements to internal purchasing processes and systems to increase efficiency and accuracy.
• Ensure all purchasing activities align with company procedures and support project delivery timelines.
  Qualifications and Experience
• Previous experience in a purchasing role, preferably within the construction or related industries.
• Sound knowledge of building materials, delivery logistics, and construction site operations.
• Strong commercial awareness and negotiation skills.
• Proficiency in Microsoft Office (especially Excel) and purchasing/order management systems.
• Exceptional organisational and administrative abilities.
• Strong communication skills to liaise with internal teams and external suppliers.

KEY GOALS FOR THE ROLE

• Ensure all materials are sourced at competitive prices with timely delivery.
• Improve supplier performance tracking and selection processes.
• Reduce material over-ordering, delays, and non-compliance on site.
• Strengthen the accuracy of cost reporting and invoice verification.
  Benefits
• Competitive salary based on experience.
• Opportunities for professional development and further training.
• Collaborative and respectful team culture.
• Direct involvement in meaningful construction projects across Ireland.