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Purchasing Administrator

2 weeks ago

Airdrie, Alberta, Canada Propak Systems Ltd. Full time

Preferred Qualifications and Skills

  • Exceptional organizational skills and the ability to prioritize and manage a high volume of tasks and requests daily.
  • Proven time management and the ability to perform effectively under pressure and meet tight deadlines.
  • High attention to detail combined with strong problem-solving capabilities.
  • Effective communication and negotiation skills.
  • Demonstrated commitment to ethical procurement practices.
  • Proficiency with the Microsoft Office Suite (Word, Excel, etc.); experience with ERP systems is a strong asset.

Working Conditions

  • Office-based role.
  • Standard 40-hour work weeks apply; however, flexibility is expected during project periods or critical deadlines to meet operational needs.
  • Fast-paced, deadline-driven environment requiring adaptability, attention to detail and effective multi-tasking.

Core Responsibilities

Procurement Administration & Data Management

  • Provide direct administrative support to Buyers, including purchase order (PO) updates, data entry, part card closures, and initiating accounting corrections.
  • Process and match procurement documentation (receipts, packing slips, and invoices) against open purchase orders for accurate entry into the ERP system.
  • Complete data entry tasks for a diverse range of operational purchases, including shop consumables, maintenance materials, freight, third party services (inspections, testing), and tools.
  • Process and reconcile the monthly Purchasing VISA statement.
  • Create and maintain accurate vendor/supplier records within the ERP system.
  • Monitor supplier payment terms during invoice processing and advice Procurement Management and Accounts Payable of any discrepancies.

ERP System and Cross-Functional Support

  • Complete relevant ERP system training and effectively navigate the system to execute daily administrative and data entry tasks.
  • Provide ongoing data entry support for the Purchasing department staff as required.
  • Develop and maintain professional business relationships with key internal teams, especially Accounts Payable, to ensure seamless transaction processing.
  • Actively participate in cross-training activities with other Purchasing Administration staff to ensure department coverage.
  • Utilize internal resources, such as SharePoint, effectively as an employment and administrative tool.

Departmental Operations

  • Manage general office supply inventory and procurement for the department.
  • Execute various routine administrative tasks essential to the smooth functionality of the Purchasing department.