Purchasing Admin

Job Title: Purchasing Administrator

Job Description

The Purchasing Administrator provides dedicated administrative support to the Purchasing and Accounts Payable functions, ensuring that supplier invoices accurately match purchase orders and receiving documentation.

Responsibilities

• Review supplier invoices to ensure they accurately match approved purchase orders and receiving documentation.
• Perform three-way matching of purchase orders, receipts, and supplier invoices to maintain accurate records.
• Verify supplier packing slips, quantities, pricing, and invoice details against purchase orders to confirm accuracy.
• Investigate and resolve invoice discrepancies by collaborating with Purchasing, Accounts Payable, Project Managers, Warehouse personnel, and suppliers.
• Process and maintain purchasing documentation.
• Ensure invoices are coded correctly and processed in a timely manner to support smooth financial operations.
• Support the Purchasing and Finance teams with administrative duties and ad hoc tasks as assigned.
• Maintain organized records and documentation to support efficient project administration and audit readiness.

Essential Skills

• Minimum 2 years of experience in an administrative, purchasing support, or accounts payable role.
• Strong computer skills with proficiency in Microsoft Office.
• Exceptional attention to detail with the ability to accurately reconcile purchase orders, receipts, and supplier invoices.
• Ability to investigate and resolve discrepancies in purchasing documentation.
• Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
• Ability to work independently with minimal supervision as well as effectively within a team environment.
• Strong interpersonal and communication skills, including comfort communicating with internal teams and external contacts.
• Capability to handle direction and guidance from multiple sources while maintaining accuracy and efficiency.

Additional Skills & Qualifications

• Experience in the construction industry is an asset.
• Experience with Viewpoint Vista is a strong asset.
• Experience with Quote to Me (Q2M) and Procore is considered an asset.
• Self-starter mindset with the ability to take initiative and work with limited supervision.
• Comfortable handling customers over the phone and communicating with field personnel.
• Outgoing and collaborative approach to working with cross-functional teams.
• Ability to multitask and work toward tight and sometimes conflicting deadlines.
• Interest in long-term growth, with openness to training and development in a large construction environment.

Work Environment

This is a full-time, office-based role in a collaborative purchasing team environment. Typical working hours are either 7:30 a.m. to 4:00 p.m. or 8:00 a.m. to 5:00 p.m., with a 30-minute lunch break. The Purchasing Administrator reports to a Purchaser and works alongside two other Purchasing Administrators, providing opportunities for support and knowledge sharing. The role involves regular use of Microsoft Office, Viewpoint Vista, Quote to Me (Q2M), and Procore to manage purchasing and invoice documentation. The environment supports training and development, including opportunities for more junior candidates to grow into the role and build experience within a large construction-focused organization.

This is a Contract position based out of Calgary, AB.

The pay range for this position is $26.44 - $27.00/hr.

This is a fully onsite position in Calgary,AB.

Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, l'acquisition de talents, les achats, la chaine d'approvisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de l'industrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service d'un grand nombre d'entreprises du classement Fortune 500. Nous sommes fiers d'avoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated.

Aston Carter est un employeur souscrivant au principe de l'égalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de l'âge, de la couleur, de la religion, des origines nationales, du statut d'ancien combattant, d'un handicap, de l'orientation sexuelle, de l'identité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.

Si vous souhaitez faire une demande d'accommodement raisonnable, tel que la modification ou l'ajustement du processus de demande d'emploi ou d'entrevue à cause d'un handicap, veuillez envoyer un courriel à [email protected] pour connaître d'autres options d'accommodement.

Ordonnance sur l'égalité des chances de San Francisco: Conformément à l'Ordonnance sur l'égalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.

Utilisation de l'intelligence artificielle (IA): Nous pouvons utiliser l'intelligence artificielle (IA) pour soutenir certaines étapes de notre processus d'embauche, notamment la recherche, la présélection et l'évaluation des candidatures. L'IA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à l'aide d'outils d'IA.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.