Purchasing Coordinator

Description

Job Title: Purchasing Coordinator

Key Responsibilities

• General Procurement & Administration
  • Set up purchasing job files, including Form of Tender, Notice of Project, and Commencement of Work with municipalities (e.g., Region of Peel) for Earthworks, Sewers, Roads Division, and subcontractors.
  • Prepare and issue RFQ documents (Requests for Quotes, Proposals, and Information) to qualified vendors.
  • Read and interpret drawings for accurate material take-offs and ordering.
  • Maintain data integrity when inputting records into company databases.
  • Provide reports and analysis on procurement activities, variances, and impacts.
• Supplier & Subcontractor Coordination
  • Manage incoming project drawings from Project Managers and distribute them to suppliers and subcontractors as required.
  • Process purchase orders and subcontract agreements, submitting them to suppliers and subcontractors for approval by the Purchasing Manager and Project Managers.
  • Resolve order and pricing discrepancies between field staff, suppliers, subcontractors, and Accounts Payable.
  • Prepare and edit correspondence on behalf of Project Managers related to suppliers and subcontractors.
  • Maintain up-to-date price lists for suppliers and subcontractors.
  • Track and update Ministry of Labour Form 1000 records for relevant subcontractors.
• Equipment & Logistics Management
  • Maintain the Small Equipment Inventory Log.
  • Coordinate small equipment repairs with suppliers and internal staff.
  • Oversee company deliveries to suppliers and project sites.
  • Collaborate with CONDRAIN Operations personnel to support procurement and logistics.
• Procurement Strategy & Compliance
  • Adhere to all company policies, particularly procurement and safety guidelines.
  • Conduct supplier price reviews and negotiate terms as directed.
  • Schedule meetings with suppliers and subcontractors as required.
• Other Duties
  • Ensure compliance with company, client, and legislated safety policies and procedures.
  • Perform any additional duties as assigned.

Key Competencies

• Strong drawing literacy and ability to interpret project plans.
• Effective resource management and business acumen.
• Excellent communication skills (oral and written).
• Strong keyboarding, mathematical, and analytical skills.
• Strong planning, organization, and multitasking abilities.

Education & Experience

• College CET certification or equivalent required.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Understanding of contract law, business agreements, and procurement regulations.
• Proven ability to work under pressure and meet deadlines in a fast-paced environment.
• Strong team collaboration skills and service-oriented approach.
• Ability to build positive relationships with internal teams and external suppliers.
• Solid research skills with a commitment to continuous learning about new products.

Health & Safety Responsibilities

• Comply with OHSA regulations, company policies, and safety procedures.
• Report defective equipment or hazards immediately.
• Follow proper handling procedures for materials and equipment.
• Use all safety devices provided and report defects to a supervisor.
• Report all incidents, hazards, and injuries promptly.
• Attend all required health and safety training programs (e.g., WHMIS, orientation).
• Follow Standard Operating Procedures (SOPs) relevant to your work area.