Procurement Administrator

Job Type

Full-time

Description

Ottine Mineral Springs, nestled beside Palmetto State Park, is a historic treasure renowned for its rich legacy and commitment to health and wellness. Our extraordinary waters are rich in natural minerals and have long been known to promote relaxation, reduce stress and support overall well-being. Today, we carry on this tradition by offering a peaceful retreat where guests can experience the rejuvenating power of these waters in a calming setting that only nature can provide.

Provide basic accounting support, administrative coordination and procurement duties. Track simple inventory movements (receipts, counts), maintain Egnyte folders, and schedule inspections/deliveries. Escalate exceptions to senior staff. Other duties as assigned.

This is an on-site position Monday - Friday.

RESPONSIBILITIES

Accounting Support

Enter/categorize vendor invoices for approval; track status and follow up.

Project Tie-Outs: File receipts/photos/warranties to the correct Egnyte project/cost-code folder.

Assist in other areas as directed by the Senior Accountant Document Management

Maintain a clear Egnyte folder structure and naming conventions; file and label contracts, permits, plans, vendor documents, photos, and warranties.

Track versions and ensure current sets are in the correct folders; archive superseded files.

Prepare simple document packets for reviews, inspections, or bids; collect signatures and distribute. Vendor Invoicing & Purchasing Support

Collect, scan, and organize W-9s/COIs, ACH forms and all necessary documents from vendors and keep compliance files current.

Collect, scan, and organize receipts; file by project/cost code and month.

Maintain vendor contact sheet and request quotes/lead times as directed.

Vendor Pricing Optimization: Regularly benchmark commonly used items across approved vendors to secure the most competitive pricing. Make recommendations and set up additional vendors as needed.

Invoice Reporting & Approvals: Compile a daily AP invoice summary and submit to the Senior Accountant for purchasing approval.

Solicit quotes (RFQs), compile bid tabs

Coordinate pricing, lead times, and availability with suppliers; escalate risks

Help track materials from order to jobsite; schedule deliveries and confirm site access requirements.

On-the-ground coordination between accounting and administrative staff. Construction Administration

Set up and manage accounts with OMS subcontractors

Work with design architect and OMS ownership/leadership on securing best pricing for finishes, FFE and other relevant purchases

Manage project document control: drawings, specs, addenda, RFIs, submittals, transmittals, and meeting minutes.

Log and route submittals for review/approval; notify vendors/subs of results and required resubmittals.

Prepare and update job books, project directories, and submittal registers.

Assist with change-order processing, update logs and distribute revisions.

Track permits, inspections, and closeout deliverables (O&Ms, warranties, as-builts).

Coordinate site logistics for deliveries, equipment rentals, and mobilization/demobilization. Communications & Office Admin

Draft/proof short memos and updates; maintain distribution lists and simple trackers.

Manage mail/shipments Tools We Use

Files & Collaboration: Egnyte, Microsoft 365 (Outlook, Teams, OneDrive, Excel) Due to changing operational demands and the need to exceed customer expectations, it may be necessary to undertake various functions that are not specifically related to this position. This individual may be required to carry out additional tasks and duties as needed or as directed. Additionally, employee responsibilities and job descriptions are subject to review and modification.

Requirements

1-3 years in construction admin or Procurement

Detail-oriented, deadline-driven; able to juggle multiple jobsites/vendors at once.

Strong organization and attention to detail; consistent file hygiene and version control.

Proficiency with Microsoft 365 (Outlook, Teams, OneDrive, Excel); experience with Egnyte is a plus; basic comfort with spreadsheets.

Clear written and verbal communication; discretion with sensitive documents.

Comfortable working onsite near active construction.

Able to lift up to ~50 lbs occasionally (files/boxes/small parts). Schedule & Work Environment

Full-time, onsite (Mon-Fri). Occasional flexibility for early/late scheduling windows.

Primarily desk-based with brief walk-throughs to coordinate documents or deliveries.

Ottine Mineral Springs is an equal opportunity employer and values diversity, equity, and inclusion. All employment is decided based on qualifications, merit, and business need. We are committed to fostering the professional growth of our employees by providing opportunities for continuous learning and development. With dedication and demonstrated performance, there is potential for career advancement with our company.

Salary Description

$20 - $27 / hr