Procurement Specialist

About the role

The Procurement Specialist at Sylvan plays a crucial role in ensuring that administrative and operational tasks are handled efficiently throughout the project lifecycle. This position requires a blend of administrative support, documentation preparation, and collaboration with various stakeholders.

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.
• Aid with subcontractor prequalification and vendor qualification activities as needed.
• Perform other related duties as assigned.

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.

Submittal Administration

• Compile, prepare, and distribute equipment and material submittals in accordance with project specifications.
• Cooky review and approval workflows with Project Managers, vendors, and customers.
• Maintain accurate records of submitted, approved, and outstanding submittals.

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.

Procurement Support

• Prepare and issue purchase orders for major equipment and material purchases as directed by Project Managers.
• Cooky 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.
• Cooky collection of closeout documents from subcontractors, vendors, and project teams.
• Maintain complete project records to support successful project turnover and final payment processes.

Required Skills & Experience

• + 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.