Purchasing Coordinator

T. Musselman Excavating is a growing, diverse civil construction and excavation company dedicated to delivering high-quality infrastructure services. We prioritize employee well-being, safety, and professional growth, fostering a collaborative environment that values integrity and excellence.

Summary

We are looking for a Purchasing Coordinator to join our team, where you'll play a key role in supporting our civil construction projects by sourcing materials, equipment, and subcontracted services efficiently and cost-effectively. In this role, you'll work closely with internal teams and suppliers to obtain quotes, issue purchase orders, and ensure timely documentation. The ideal candidate is organized, detail-oriented, and thrives in a fast-paced, project-driven environment. If you're someone who enjoys building relationships, solving problems, and keeping operations running smoothly behind the scenes, we want to hear from you.

Duties & Responsibilities

• Develop and maintain a comprehensive list of approved suppliers and vendors, including performance feedback and reliability notes.
• Regularly update supplier information and feedback to ensure accuracy and relevance.
• Build and maintain positive working relationships with suppliers and vendors to support reliable service and competitive pricing.
• Assist the estimating team in obtaining quotes from approved suppliers for tenders and project bids.
• Support project teams with sourcing and pricing for specialized materials or services as required.
• Coordinate with estimators to assist with bids, or change orders, as delegated.
• Participate in the handover meetings to confirm required purchase orders and subcontracts.
• Prepare purchase orders and subcontract agreements based on approved quotes and project requirements.
• Maintain an organized database of quotes, Pos, and supplier correspondence for easy reference.
• Track the status of all purchase orders, ensuring they are issued, released, and completed in a timely manner.
• Ensure all purchase orders are reviewed and approved by the Project Manager, followed by final approval from the Project Support Lead.
• Collect and file signed copies of issued purchase orders for recordkeeping.
• Request and track mandatory supplier documentation, including Form 1000s and Certificates of Insurance.
• Provide ongoing feedback on supplier performance for continuous improvement and future project planning.
• Perform other related tasks to support the overall purchasing process, procurement logistics, and cost control effort.

Qualifications Required: Education, Credentials, Skills & Experience

• Minimum 1-3 years experience in procurement or purchasing role within the civil construction industry preferred.
• Strong understanding of construction materials, equipment, and subcontracting processes.
• Excellent organizational and time management skills with the ability to manage multiple priorities and deadlines.
• High attention to detail and accuracy in documentation and data entry.
• Strong communication and interpersonal skills to build effective relationships with suppliers and internal teams.
• Proficient in Microsoft Office Suite, experience with B2W software is considered an asset.
• Ability to analyze quotes and compare pricing to ensure cost efficiency and compliance with company standards and projects.
• Familiarity with purchase orders, subcontractor agreements, and insurance/documentation requirements (e.g. Form 1000, WSIB, COI).
• Strong team collaboration skills with the ability to work effectively with various internal departments and stakeholders.
• Valid Ontario driver's license and reliable transportation (occasional site or supplier visits may be required).