Purchasing Officer

The schools rely on effective purchasing coordination to support hands-on learning, shop operations, applied training environments, and day-to-day program delivery. This role helps ensure instructors, labs, and operational teams have the supplies, materials, equipment, and vendor support they need by coordinating purchasing activities, tracking orders, maintaining accurate records, and supporting timely procurement processes across two dynamic academic schools. 

This position provides purchasing administration and order coordination support for the School of Manufacturing and Automation and the School of Transportation. The role assists with procurement activities by preparing requisitions, obtaining quotations, entering approved purchase orders, supporting purchase transaction processing, tracking orders,

maintaining purchasing records, coordinating deliveries, and supporting inventory replenishment activities.

The position works under the direction of the Purchasing Supervisor and follows established purchasing procedures, vendor agreements, and institutional procurement requirements.

The Role

1. Procurement Administration and Order Coordination (70%)

Support purchasing activities for instructional, laboratory, and operational requirements.

Purchasing Support

• Prepare Banner requisitions and purchasing documentation.
• Enter approved purchase orders and related order information into the applicable purchasing system.
• Obtain routine quotations from approved suppliers.
• Support the processing of purchase transactions following established procedures.
• Create and maintain purchasing spreadsheets, Smartsheet tools, and tracking documents.
• Monitor order status and follow up with vendors regarding delivery dates.
• Coordinate receipt confirmation and ensure purchases are accurately documented.
• Assist with purchase card administration and reconciliation activities.
• Maintain purchasing records, supporting documentation, and audit files.
• Confirm pricing, quantities, account coding, and supporting approvals prior to processing purchases.

Order Tracking

• Track open purchase orders and outstanding deliveries.
• Follow up on back orders, shortages, discrepancies, and returns.
• Communicate order status updates to instructors and staff.
• Maintain records of recurring purchases and supplier information.
 
2. Vendor, Inventory and Records Support (20%)
Provide administrative support related to vendors, inventory, and procurement records.
Vendor Support
• Maintain vendor contact information and purchasing records.
• Coordinate routine communication with suppliers regarding orders, deliveries, and documentation.
• Assist with gathering quotations and product information requested by the Lead Purchaser.

Inventory and Supply Support

• Monitor stock levels of frequently used supplies and consumables.
• Prepare replenishment recommendations for review and approval.
• Support inventory counts and inventory record maintenance as required.
• Assist with receiving documentation by matching packing slips, invoices, and purchase orders.
 

3. Other Related Duties (10%)

• Assist with Orientation Day purchasing and supply coordination activities.
• Support special projects involving cleanup of purchasing records, inventory reviews, and data entry.
• Assist with document preparation and reporting requirements.
• Perform other related duties as assigned.

Qualifications & Experience

Education
High School Diploma is required
  Preferred
Certificate or Diploma in:
Business Administration
Supply Chain Management
Office Administration
Experience in Procurement
 
Experience
Minimum Required
Two years of purchasing, procurement support, inventory, administrative, or financial processing experience.
Experience using computerized purchasing or financial systems.
Experience maintaining records and processing transactions.
Preferred
Banner Finance experience.
Smartsheet experience.
Post-secondary purchasing environment experience.
Parts store experience.
 
Qualifications, Certifications or Designations
Minimum Required
Class 5 driver’s licence.
 Preferred
• Supply Chain Canada coursework.
• Purchasing or procurement certification.