Procurement Administrator, Services

The Procurement Administrator supports procurement operations by sourcing and managing contractors and service providers for maintenance, renovation, and capital projects. This role obtains competitive quotes, negotiates pricing, ensures compliance with procurement policies and approval requirements, and manages purchase order issuance. The coordinator also supports day-to-day team operations by monitoring the shared procurement inbox, responding to inquiries, answering incoming calls, and providing administrative and operational support to internal stakeholders. The successful candidate will initially work closely with an experienced team member and, over time, may assume responsibility for their own portfolio while continuing to collaborate and provide cross-functional team support.

Responsibilities:

Source, evaluate, and onboard contractors and service providers for maintenance, renovation, and capital projects. Obtain, review, and compare competitive quotes to ensure best value, quality, and service. Negotiate pricing, contract terms, and service levels to achieve cost savings and favorable outcomes. Follow established procurement processes, including obtaining approvals and issuing purchase orders in accordance with company policies. Utilize company systems and software for job management, procurement tracking, contract administration, and PO creation. Monitor and manage the shared procurement inbox, responding to inquiries and routing requests appropriately. Answer incoming calls and provide support to internal customers, contractors, and vendors. Provide administrative and operational support to the Procurement team, assisting with workload management and service delivery. Build and maintain strong relationships with contractors and vendors to ensure responsive and reliable service. Monitor contractor performance, quality of work, timelines, and budget adherence. Support project execution by coordinating with internal stakeholders, contractors, and property management teams. Track project costs, identify cost-saving opportunities, and support budget management. Ensure compliance with company standards, regulatory requirements, and contractual obligations. Maintain accurate records of quotes, contracts, purchase orders, invoices, and vendor documentation. Prepare reports and provide analysis on contractor performance, expenditures, and procurement activities. Potential to manage an assigned portfolio of properties, projects, categories, or service contracts while partnering with a colleague to provide operational support, workload balancing, coverage, and knowledge sharing. Identify opportunities to improve procurement processes, efficiencies, and vendor management practices. Assist with urgent and emergency service requests by coordinating contractor response as required.

Qualifications:

Post-secondary education in Supply Chain, Business, Construction Management, or a related field preferred. Procurement, purchasing, contractor management, construction, or property management experience is an asset. Experience obtaining quotes, negotiating pricing, and managing vendor relationships. Strong customer service, communication, and organizational skills. Proficiency with Microsoft Office, particularly Excel. Ability to prioritize multiple tasks in a fast-paced environment while maintaining attention to detail. Knowledge of French is considered an asset.