Our client, a large construction company in Calgary, Alberta, is seeking a Purchasing Administrator for their Head Office. Reporting to the Senior Purchaser, the Purchasing Administrator is an integral member of the team by providing administrative support to the Purchasing and Accounts Payable functions. This position is responsible for ensuring supplier invoices accurately match purchase orders and receiving documentation, maintaining purchasing records, and supporting the timely processing of invoices within Viewpoint Vista, Quote to Me (Q2M), and Procore. The Purchasing Administrator plays a key role in maintaining the integrity of purchasing documentation and supporting efficient project administration. This position does not perform purchasing, supplier negotiations, or procurement activities.
KEY 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.
- Match and reconcile invoices within the Quote to Me (Q2M) system.
- Verify supplier packing slips, quantities, pricing, and invoice details are consistent with purchase orders.
- Investigate and resolve invoice discrepancies by working with Purchasing, Accounts Payable, Project Managers, Warehouse personnel, and suppliers.
- Process and maintain purchasing documentation within Viewpoint Vista, Quote to Me (Q2M), and Procore.
- Ensure invoices are coded accurately and processed in a timely manner.
- Support the Purchasing and Finance teams with administrative duties as assigned.
QUALIFICATIONS
- Experience with Viewpoint Vista, Quote to Me (Q2M), and Procore is considered an asset; training will be provided to the successful candidate.
- Experience in an administrative, purchasing support, accounts payable, or construction office environment is preferred.
- Strong computer skills and proficiency in Microsoft Office.
- Exceptional attention to detail with the ability to accurately reconcile purchase orders, receipts, and supplier invoices.
- Excellent organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
- Strong interpersonal and communication skills, and the ability to work independently while contributing effectively as part of a collaborative team.
- Ability to investigate and resolve discrepancies in purchasing documentation.
- Ability to learn new software applications and adapt to changing processes.
