Procurement Administrator, Parts & Materials

The Procurement Administrator, Parts & Materials plays a key role in ensuring our communities are well-maintained by sourcing quality materials, building strong supplier partnerships, and supporting maintenance and capital projects across the organization. 

This role helps drive operational efficiency, cost effectiveness, and Resident Member satisfaction through strategic procuremnet and supploer management.

Responsibilities:

• Utilize our in-house proprietary software programs in adherence to Boardwalk’s policies and procedures (Job management, PO issuance, etc.)
• Supplier Sourcing and Selection: Identifying and evaluating potential suppliers, soliciting quotes, and conducting interviews to ensure they meet the company's quality and cost requirements.
• Supplier Negotiation: Negotiating pricing, and service levels with suppliers to secure favorable agreements for the company.
• Relationship Management: Establishing and maintaining strong relationships with suppliers as well as internal and external stakeholders to ensure open communication, prompt response times, and reliable service delivery.
• Performance Monitoring: Regularly assessing the performance of our suppliers through key performance indicators (KPIs) ETA timeliness, order fulfillment and cost.
• Efficiency Improvements: Identifying opportunities to streamline processes and improve efficiency in supplier selection, purchase orders, and overall project management.
• Cost Management: Monitoring project budgets, tracking expenses, and finding ways to optimize costs without compromising on the quality of the parts and materials we purchase.
• Project Management: Overseeing multiple projects simultaneously, ensuring they stay on track, and addressing any challenges or delays that arise.
• Vendor Performance Reviews: Conducting periodic performance reviews with suppliers to discuss their performance, address concerns, and set goals for improvement.
• Data Analysis and Reporting: Collecting and analyzing data related to supplier and product performance, and costs to provide regular reports to management for informed decision-making.
• Emergency Response: Developing and implementing procedures for addressing urgent maintenance issues and coordinating parts and material purchases for emergency repairs.
• Trend Analysis: Staying informed about industry trends, new technologies, and best practices in property management and maintenance to ensure the company remains competitive and up to date.
• Communication: Collaborating with internal teams, property managers, and other stakeholders to ensure smooth coordination of parts and material requests.
• Documentation: Maintaining accurate records of purchase orders, work orders, invoices, and correspondence with suppliers for future reference and auditing purposes.
• Feedback Loop: Collecting feedback from property managers, residents, and other stakeholders to continuously improve supplier services and overall customer satisfaction.
• Vendor Diversity: Promoting diversity and inclusion by seeking out a variety of suppliers to fulfill our needs.
• Risk Management: Identifying potential risks associated with supplier performance, project delays, or cost overruns, and implementing strategies to mitigate these risks.

Experience and Educational Requirements:

• Knowledge of French is an asset.
• Post-secondary education preferred - Supply Chain focus.
• Home Building / Construction purchasing experience preferred.

Technical Requirements:

• Strong Excel Skills – filtering, formatting, pivot tables.
• Intermediate proficiency with MS Office (Word, Visio, and Outlook).
• Ability to do basic financial analysis.

Non-Technical Requirements:

• Motivated to meet metrics and deadlines.
• Ability to accept and apply feedback from Leaders.
• Superior communication skills (written and verbal)
• Superior Service provided to both internal and external customers.
• Strong organizational and planning skills
• Must be a self-starter/take initiative.
• Strong reading and interpretation skills (experience reading contracts)
• Must be analytical – be able to analyze various options and take appropriate action.
• Strong attention to detail
• Ability to work independently and professionally.
• Must be honest and energetic.
• Must be able to work within a team as well as independently.
• Must be capable of quickly learning new skills and grasping new concepts (i.e., must be able to quickly understand the function of parts/requested jobs and be able to quickly learn to ask the right questions)
• Ability to demonstrate fiscal responsibility.