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Purchasing Coordinator

job details

summary

    job details
    The Purchasing Coordinator (PC) is responsible for the procurement and delivery of designated Suppliers’ products in support of the company’s business goals. This includes overseeing Purchase Orders, Transportation, Customs clearance and Receiving while ensuring that procedural and regulatory requirements are met. The PC provides support for their Suppliers and associated Product Managers, and acts as the liaison between their Suppliers and other company departments to ensure that the level of service provided to customers meets or exceeds expectations (including after-sales service). The PC is responsible for ERP system data entry to create documents and to update and communicate the information needed by the various internal and external stakeholders. The PC may also fulfill a Customer Service role for specific suppliers, products or orders as deemed necessary. All activities are performed in a timely, cost-effective manner consistent with situational needs.

    Advantages
    • Competitive salary and company benefits
    • Opportunities for professional learning, development, and growth
    • Working with a fun, entrepreneurial, and supportive team

    Responsibilities
    •Develop and maintain excellent business relationships with suppliers in order to ensure an exceptional supplier experience with the company as a premier provider.
    •Generate and review the Daily Reorder report to determine stock requirements.
    •Enter Purchase Orders in the company’s ERP system (Chempax) and send to Suppliers.
    •Follow-up on credit-hold or profit-hold issues that may delay the purchase of a needed product as per company procedures and policies.
    •Interact with preferred carriers to ensure timely pick-up and delivery of incoming stock using the most cost effective mode of transport, obtaining competitive quotes as needed. Consolidate shipments from various suppliers to minimize cost whenever practical. Organize and monitor freight moves to meet delivery targets and minimize costs associated with irregularities.
    •Interact with Customs Brokers by providing necessary customs clearance documentation such as the Customs Clearance Letter and the Canada Customs Invoice, and take necessary action to prevent Customs clearance delays that may impact customer orders.
    •Provide Arrival Notices and other documentation and information to the various company warehouses as needed to ensure prompt receipt of incoming stock.
    •Accurately enter Inventory Receipts into the ERP system as per company policies and procedures, ensuring that all related paperwork such as Certificates of Analysis (CofA) is available to the rest of the organization in the ERP system. Make necessary follow-up to avoid shipment delays to customers.
    •Maintain Supplier-specific information in the company’s ERP system by entering and ensuring the accuracy of Suppliers’ pricing, contact and special requirements.
    •Review the Supplier Open Purchase Order report and take appropriate action to avoid missed shipments to customers. Maintain PO ETA and Ship Dates as accurately as possible.
    •Link open Customer Orders to POs as necessary to maintain accurate information, and regularly review the Open Order Report to assist in this activity.
    •Ensure receipt of Supplier Order Acknowledgements clearly confirming the price to be paid and the expected date of shipment to avoid possible confusion or the need for price corrections.
    •Handle Order maintenance, provide customer ETA updates and complete invoicing for Direct Orders.
    •Contribute to inventory management by reconciling inventory sites as needed and follow-up on discrepancies in a timely manner.
    •Act as the customer’s champion in concert with other company departments to ensure that the customer’s needs are either met or exceeded and that their inquiries are handled in a timely fashion.
    •Provide inside administrative support for Product Managers to limit the interruption of service to customers while the Product Manager is unavailable due to absence or travel as follows:
    •Provide general administrative support such as requesting Product Specification Sheets and MSDS from Suppliers.
    •Contact suppliers regarding general customer requests such as stock checks.
    •Ensure the delivery of quality after-sales service to ensure that the customer’s company experience remains positive even after the completion of the initial sale by handling the complete investigating process from initiation to completion including identifying corrective action on all:
    •Supplier Return Merchandise Authorization (RMA) requests.
    •Non-conformities affecting the assigned supplier’s products.
    •Supplier related credit and/or debit memos.
    •Warehouse related credit and/or debit memos.
    •All carrier related credit and/or debit memos.
    •Contribute to the standardization, documentation and maintenance of working procedures to ensure optimization and consistency in the execution of tasks when providing customer and suppliers operational support and to facilitate backup support within CS/PC by:
    •Sharing best practices with CS/PC (both location) and other business units
    •Developing common support working tools for the tasks
    •Respecting ISO processes and suggesting improvements when required
    •Following established company procedures
    •Suggesting improvements to procedures, tools and provided services
    •Provide internal support by executing any other assigned responsibilities, including backup for colleagues when needed, to allow the company to meet itsclien service offering and/or to achieve the company’s stated objectives.


    Qualifications
    Education Requirements
    College diploma in a related field or equivalent work experience.

    Preferred Skills
    •Excellent time management skills and priority setting skills.
    •Ability to negotiate in the best interest of both the customer and the company.
    •Basic knowledge of inventory management principles and techniques.
    •Basic knowledge of customs clearance regulations and practices.
    •Excellent ability to work in teams in a dynamic environment.
    •Curiosity and thirst for knowledge.

    Language Requirements
    Intermediate French and Intermediate English


    Summary
    If this role sounds like a good fit for you, please APPLY ONLINE or submit your resume directly to Mina Khalil at Mina.Khalil@randstad.ca

    Thank you for applying for the role. We’ll review your application and connect shortly if you meet all the requirements.

    Good luck!

    Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

    Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.
    The Purchasing Coordinator (PC) is responsible for the procurement and delivery of designated Suppliers’ products in support of the company’s business goals. This includes overseeing Purchase Orders, Transportation, Customs clearance and Receiving while ensuring that procedural and regulatory requirements are met. The PC provides support for their Suppliers and associated Product Managers, and acts as the liaison between their Suppliers and other company departments to ensure that the level of service provided to customers meets or exceeds expectations (including after-sales service). The PC is responsible for ERP system data entry to create documents and to update and communicate the information needed by the various internal and external stakeholders. The PC may also fulfill a Customer Service role for specific suppliers, products or orders as deemed necessary. All activities are performed in a timely, cost-effective manner consistent with situational needs.

    Advantages
    • Competitive salary and company benefits
    • Opportunities for professional learning, development, and growth
    • Working with a fun, entrepreneurial, and supportive team

    Responsibilities
    •Develop and maintain excellent business relationships with suppliers in order to ensure an exceptional supplier experience with the company as a premier provider.
    •Generate and review the Daily Reorder report to determine stock requirements.
    •Enter Purchase Orders in the company’s ERP system (Chempax) and send to Suppliers.
    •Follow-up on credit-hold or profit-hold issues that may delay the purchase of a needed product as per company procedures and policies.
    •Interact with preferred carriers to ensure timely pick-up and delivery of incoming stock using the most cost effective mode of transport, obtaining competitive quotes as needed. Consolidate shipments from various suppliers to minimize cost whenever practical. Organize and monitor freight moves to meet delivery targets and minimize costs associated with irregularities.
    •Interact with Customs Brokers by providing necessary customs clearance documentation such as the Customs Clearance Letter and the Canada Customs Invoice, and take necessary action to prevent Customs clearance delays that may impact customer orders.
    •Provide Arrival Notices and other documentation and information to the various company warehouses as needed to ensure prompt receipt of incoming stock.
    •Accurately enter Inventory Receipts into the ERP system as per company policies and procedures, ensuring that all related paperwork such as Certificates of Analysis (CofA) is available to the rest of the organization in the ERP system. Make necessary follow-up to avoid shipment delays to customers.
    •Maintain Supplier-specific information in the company’s ERP system by entering and ensuring the accuracy of Suppliers’ pricing, contact and special requirements.
    •Review the Supplier Open Purchase Order report and take appropriate action to avoid missed shipments to customers. Maintain PO ETA and Ship Dates as accurately as possible.
    •Link open Customer Orders to POs as necessary to maintain accurate information, and regularly review the Open Order Report to assist in this activity.
    •Ensure receipt of Supplier Order Acknowledgements clearly confirming the price to be paid and the expected date of shipment to avoid possible confusion or the need for price corrections.
    •Handle Order maintenance, provide customer ETA updates and complete invoicing for Direct Orders.
    •Contribute to inventory management by reconciling inventory sites as needed and follow-up on discrepancies in a timely manner.
    •Act as the customer’s champion in concert with other company departments to ensure that the customer’s needs are either met or exceeded and that their inquiries are handled in a timely fashion.
    •Provide inside administrative support for Product Managers to limit the interruption of service to customers while the Product Manager is unavailable due to absence or travel as follows:
    •Provide general administrative support such as requesting Product Specification Sheets and MSDS from Suppliers.
    •Contact suppliers regarding general customer requests such as stock checks.
    •Ensure the delivery of quality after-sales service to ensure that the customer’s company experience remains positive even after the completion of the initial sale by handling the complete investigating process from initiation to completion including identifying corrective action on all:
    •Supplier Return Merchandise Authorization (RMA) requests.
    •Non-conformities affecting the assigned supplier’s products.
    •Supplier related credit and/or debit memos.
    •Warehouse related credit and/or debit memos.
    •All carrier related credit and/or debit memos.
    •Contribute to the standardization, documentation and maintenance of working procedures to ensure optimization and consistency in the execution of tasks when providing customer and suppliers operational support and to facilitate backup support within CS/PC by:
    •Sharing best practices with CS/PC (both location) and other business units
    •Developing common support working tools for the tasks
    •Respecting ISO processes and suggesting improvements when required
    •Following established company procedures
    •Suggesting improvements to procedures, tools and provided services
    •Provide internal support by executing any other assigned responsibilities, including backup for colleagues when needed, to allow the company to meet itsclien service offering and/or to achieve the company’s stated objectives.


    Qualifications
    Education Requirements
    College diploma in a related field or equivalent work experience.

    Preferred Skills
    •Excellent time management skills and priority setting skills.
    •Ability to negotiate in the best interest of both the customer and the company.
    •Basic knowledge of inventory management principles and techniques.
    •Basic knowledge of customs clearance regulations and practices.
    •Excellent ability to work in teams in a dynamic environment.
    •Curiosity and thirst for knowledge.

    Language Requirements
    Intermediate French and Intermediate English


    Summary
    If this role sounds like a good fit for you, please APPLY ONLINE or submit your resume directly to Mina Khalil at Mina.Khalil@randstad.ca

    Thank you for applying for the role. We’ll review your application and connect shortly if you meet all the requirements.

    Good luck!

    Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

    Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.